Functionality Guide. Copyright 2011 Development-X Limited

Transcription

1 Functionality Guide Copyright 2011 Development-X Limited 20th September 2016

2 2 Ostendo Functionality Guide Table of Contents User-Definable Functions 6 1 Multiple Company... Generation 6 2 Additional... Fields 6 3 Required Fields System Screen... Conditions 6 5 Order Tabs Report and... View Developer 6 7 Specific Form... Layout 7 8 Specific ... Text 7 9 Custom Menu... Links 7 10 Custom Scripts Custom Data... Screens 8 12 Desktop Views Desktop Workflows User-Defined... Tables 9 Multi-Currency 10 1 Currency... Codes 10 2 Purchasing Sales Orders Job Orders Sell Pricing 12 1 Item Pricing Descriptor... Pricing 14 3 Labour Charges Kit Set Pricing Discount... Matrix 18 6 Task Bill... Pricing 19 7 Supplier... Catalogue Prices 20 8 Price Updates Price Inquiries Buy Pricing 22 1 Item Buy... Price 22 2 Descriptor... Buy Price 23

3 Contents 3 3 Supplier... Catalogues 24 4 Buy Price... Updates 25 Costing 27 1 Cost Methods Standard... Cost Maintenance 28 3 Where and... How are the Costing Methods used 29 Inventory... Costing 29 BOM Costing Employee... Costing 31 Assembly... Order Costing 32 Custom Product... Costs 33 Sales Order... Costs 34 Job and Service... Order Costing 34 Project Costing Inventory 38 1 Warehouses... and Locations 38 2 Inventory... Items 38 3 Custom Products Item Variables Inventory... Movements 42 6 Inventory... Availability 44 7 Inventory... Replenishment 44 8 Item Unit... Change 46 9 Item Number... Change 46 Non-Inventory 47 1 Descriptors Descriptor... Change 48 Assembly Orders 49 1 Preparation Bills Of Material Routing Steps Standard... Cost Roll-Up 51 5 Raising an... Order 53 6 Assembly... Order Issues 54 7 Assembly... Order Receipts 54 8 Order Progress... Monitoring 54 9 Order Closure Assembly... Order Flow 55

4 4 Ostendo Functionality Guide Sales Orders 57 1 Preparation Customers Sales Quotes Sales Orders Rental Orders Order Picking Order Deliveries Invoicing Credits and... Refunds Sales Order... Flow 64 Job Orders 66 1 Preparation Task Bills Templates Raising a... Job Order 69 5 Job Booking Job Progress... Tracking 70 7 Product Receipts Invoicing Order Closure Job Order... Flow 73 Purchase Orders 75 1 Preparation Suppliers Purchase... Orders 76 4 Purchase... Receipts 78 5 Shipments... Tracking 79 6 Purchase... Invoices 79 7 Purchase... Order Flow 80 Service and Maintenance 82 1 Preparation Customer... Asset 83 3 Asset Hierarchy Service Scheduling Breakdown... / Repairs 84 6 Service History... 84

5 Contents 5 CRM 85 1 Contacts Call Centre Service Level... Agreements 86 4 Activity Events POS 88 1 Preparation POS Order... Types 89 3 POS Order... entry Options and Features 90 4 Taking Payment Cash Drops End of Day Other Functions Graphical Designer 92 1 Schemes Toolbars Align Toolbar Curve Edit... Toolbar 92 Draw Toolbar File Toolbar Grid Toolbar Layout Toolbar Translation... Toolbar 94 3 Inspector... Panel 94 4 Layer Manager Library Adding to... Desktop 95

6 6 Ostendo Functionality Guide 1 User-Definable Functions Ostendo contains extensive functionality that allows any Customer to create their own specific functions and have them fully integrated within Ostendo. 1.1 Multiple Company Generation Ostendo allows you to create multiple company databases on your network. Each company can be accessed in accordance with the User Signon Codes entered into that company. This feature is very useful for: Enabling a multi-company facility, and Copying an existing database and then using that for testing potential or actual changes before addressing the Live system. 1.2 Additional Fields Additional Fields enable you to define your own fields in key areas across Ostendo. These fields will then be visible on data entry and maintenance screens in addition to being available for reporting and analysis purposes. 1.3 Required Fields This allows you to define which non-mandatory fields in Ostendo are mandatory entry fields for your company. If this field is not completed during data entry then a User-defined error message will be returned. 1.4 System Screen Conditions This feature allows you to identify - by User - restrictions regarding which records can be addressed. For example: You may wish the User to only access Sales orders whose Order Status is Open or In-Progress. Thus, when the User goes into the Sales Order screen (and other screens linked to Sales Orders) only those records with this status are available to view and action. 1.5 Order Tabs Order Tabs allow you to add your own display Tab in the Purchase, Sales, Assembly or Job Order Lines screen. This can be, for example, a list of all Items with stock in a Consignment Warehouse. The name of the tab and the way it functions is user-defined. 1.6 Report and View Developer The Report and View Developer allows you to create and/or amend Reports, Analysis Views, Charts, and Pivot Views within Ostendo and include these in the Ostendo Menu structure. In generating a new Report or View, or copying an existing one, you should note: System Reports and Views Ostendo contains a base folder of reports. These reports and views are maintained and updated by Development-X and cannot be amended by the end user. Customer Reports, Inquiry Screens and Views are created by the User either (a) Creating a new Report, Inquiry or View from scratch, or (b) Copying a System level Report or View and amending it as required. In both cases the new report or view will be created and held in an Ostendo sub-folder whose name will be the current signed on

7 User-Definable Functions 7 Company. Whenever the Report, Inquiry or View is called in normal day-to-day activity Ostendo will first look into the Company folder to get the document. If it does not exist in that folder then the base Ostendo Report, Inquiry or View will be used. 1.7 Specific Form Layout This feature allows you to link a single or group of Customers or Suppliers to forms specifically designed for them. Using the Report and View Developer you can amend a standard report layout and Save as a different name. When printing the form Ostendo will first check if a specific report exists for the Customer/Supplier and - if so - use it. 1.8 Specific Text You can create and maintain Text for various Forms in Ostendo. This Text will populate an whenever the respective Form is ed to a Customer or Supplier. The Text can contain plain text or can also include data taken from the specific Form. 1.9 Custom Menu Links You can create links to other files or functions in your computer network and have them displayed under the drop-down under Custom on the main Toolbar of Ostendo. Selecting this option from the drop-down will immediately carry out that activity. For example you could have Microsoft Word as the Custom Link. Clicking in this will start up Microsoft Word 1.10 Custom Scripts Custom Scripts can be created to perform a multitude of user-defined tasks at various levels across Ostendo such as: 1. Custom Menu Adds the Name to the drop-down under Custom on Ostendo s main Toolbar. Selecting this will run the Script. Examples of scripts that can be used here are: Updating your existing system with information from Ostendo Updating Ostendo with information from your existing system Importing Supplier Catalogues Send user-defined KPI information via , or to a Mobile phone This style of Script can be: Available to all Restricted to Administrator Restricted to specific Users 2. Related Menu Adds the Script Name to the drop-down Menu held against the Related button within specific screens. Examples could be as above with information specifically related to the current main screen 3. Order Script This allows you to create a Script that is run against an Order as a whole in the following areas: Assembly

8 8 Ostendo Functionality Guide Jobs Sales Purchase POS and enables you to add extra specific functionality such as: Total Order Value discounting based on Order content Freight calculations based on Order content Order Authorisation Levels (Example: User Purchasing levels) Order Margin Control with User-defined Margin levels Order Validation and/or Checks Workflow actions (Example: send regarding this Order) Promotions (Example: 3 for price of 2, etc) The Script can also be defined as Mandatory in which case Picking, Receiving, Printing, etc is denied until the Script has been run 4. Screen Data Script This is related to Master, Order, Receiving, and Invoicing Screens where the action of Adding or Deleting a record or changing any field within the record will automatically run the Script to provide a resultant action. For example Zero Price Check on Sales Order Lines Update Sell Price based on Last receipt Cost In Purchasing check for best price from all Suppliers Have a pop-up Sales Message appear Specify a minimum order quantity Show active Promotion when Sales Line Entered Screen Script Screen Data Script Order Script Accounting Link Script 5. Accounting Link Script This script allows you to take Journals generated from within Ostendo and Post them to a 3 rd Party Accounting package 1.11 Custom Data Screens Custom Data Screens enable a User to create their own Screens that provide the following options Display Types: The Screen itself can be Inquiry only, Data Entry only or a combined Inquiry/Data Entry Data Entry Styles: You have the option to use a Computer Keyboard, Graphical Keyboard, Touch Screen, or Barcode Scanner. All four can be utilised in the same Custom Data Screen. Data Options: can include Open format entry, validated against data within the Custom Data Script, or validated against Ostendo data. Data Storage Options. Data being entered can be held in temporary storage for Batch Posting into Ostendo or posted immediately - a single record at a time. If the data is held in temporary storage it can be held in non-ostendo files and subsequently recalled into the data screen.

9 User-Definable Functions Desktop Views Desktop Views are user-defined presentations of information taken from Ostendo. They can be Analysis Views, Charts, Pivot Views or KPI s. Additionally the displayed information can be refreshed at a user-defined frequency to provide up-to-the-minute information. Desktop Views can be specific to each User. Up to 4 Views can appear on a user s Desktop. The Views themselves are created via the Report and Views Developer function and can be Analysis Views, Graphs, Charts, or KPI s Desktop Workflows Workflows are user-defined graphical representations of Operational Activities, Training Guides, Installations Guides, KPIs, etc. The Workflow itself can include interaction with Ostendo such that clicking on a Graphical object takes the User directly to a Screen, Report, or View in Ostendo. Additionally, the object can be linked to Custom Menu Scripts that can perform Customised Activities. These activities can be refreshed automatically or each time the object is selected A separate Graphical Developer is available that describes the creation and maintenance of Workflows User-Defined Tables Ostendo provides the facility for the Users to create and maintain their own Database Tables. With these Tables the user can: Maintain their own data using standard Add, Change, Delete, and Inquiry functions Have data maintenance screen appear in the standard Ostendo Menu. Fully integrate the Table(s) within Ostendo s standard database structure Be able to produce Reports, Views, Charts, and Inquiries Allow access to Screens, Reports, etc using standard User access routine

10 10 Ostendo Functionality Guide 2 Multi-Currency Ostendo is Multi-Currency capable and can integrate with 3rd-Party Accounting packages with the following options Single-Currency Ostendo and Single-Currency 3 rd Party Accounts. This is the default supplied with an initial Install. Multi-Currency Ostendo and Multi-Currency 3 rd Party Accounts. You would define other currencies as shown in this exercise to achieve this option. Multi-Currency Ostendo and Single-Currency 3 rd Party Accounts. This is a simple setting that allows you to have full multi-currency processing in Ostendo (Purchase receipts, Invoices, payments, statements, etc) but output local currency Journals to the linked Accounting package 2.1 Currency Codes Currency Codes setup Currency Codes: By default Ostendo assumes that the Regional Settings of the Computer will be the Local Currency. Other Currency Codes are defined within Ostendo along with their linked Cost Centre. Against each Currency you can define Fixed Term or Floating Exchange Rates. This Rate will be used to prefill exchange Rate fields where they are used. 2.2 Purchasing You can define the Currency against individual Suppliers. Having defined the Supplier Currency you can now define the Buy Prices of Items and Descriptors from this Supplier along with the Suppliers equivalent Item Code, Description, and up to 5 quantity price breaks When creating a Purchase order all Order totals and lines will be in the Supplier's Currency. If you are ordering an Item that is not in the above Supplier Price List/Quantity Break then Ostendo will use the local currency pricing converted at the current exchange rate Purchase Receipts/Invoices. All receipt and Invoice lines are in the Supplier's currency. Before posting you have the option to amend the exchange rate Purchase Shipments is an alternative way of receiving goods. This allows you to include additional costs such as Duty, freight, Storage, etc. These additional costs can be apportioned across the Shipment and the individual shipment costs added to the Buy Price to arrive at a true receipt Cost 2.3 Sales Orders Within Ostendo you can define one or more Price Lists of Items, Descriptors and Labour by currency code You may also define Customers by Currency Code and link them to a preferred Price List. When creating a Sales Order the default option is to raise the Order in the Customer's currency but this can be amended against the specific order if required.

11 Multi-Currency 11 When adding Lines to the Sales Order the Customer's Price List will be used. If the Item does not exist in the Price List then the local currency price will be assumed and will be displayed in the currency of the Sales order using the current exchange rate Customer Deposits and Payments can be entered in the currency of the payment. This may not be in the same currency as that held against the Customer record. When subsequently applying the Deposit or Payment the currency of Invoices to which it is being applied will be displayed in the currency of this Deposit/Payment using the current exchange rate You should note that you are not restricted to the Customer s Currency but can receive a Deposit/Payment in any other Currency in which case Currency Triangulation will be carried out 2.4 Job Orders All planned and actual activities in Job Orders are carried out in local currency. You can however define the Invoicing Currency and exchange rate when you progress the Job Order. This enables you to generate an Invoice in the Customer s Currency from actual values carried out in local currency

12 12 Ostendo Functionality Guide 3 Sell Pricing Ostendo contains a very flexible and comprehensive pricing structure covering Inventory Items Non-Inventory Items (In Ostendo these are called Descriptors) Labour Charges Kit Sets (Kits of Parts) Tasks (Service oriented activities) Supplier Catalogues Two prices are held against a record - Sell Price and Buy Price - This document covers the processing and use of Sell Prices and includes Pricing options such as: Basic Sell Price Price Matrix Quantity Discounts Alternate Unit of Measure Pricing Special and Promotional Pricing On Sell Pricing Cost Plus Pricing Customer Specific Discount This Functionality Guide describes the way in which the prices and price matrices are created and maintained. Also included is a brief description of the Process flows to determine the final Sell Price. 3.1 Item Pricing Base Sell Price A Base Sell Price is held against individual Inventory Item. In the absence of any other conditions this price will be used. If no Price is entered then zero is assumed. Sell Price Matrix A variable Sell Price per Item is derived from the Price Level as held against a Customer and the price matrix for that price level as held against an Item Price Levels: Price Levels are user-defined and comprise:- Price Level - Retail, Trade, Wholesale, Internet, etc Description - Short description of the Price level Customer s Price Level: A Price Level field is available on the Customer Master screen that allows the Customer to be linked to one of the above Price Levels Item Prices: Against each Item the user can - for each Price Level - define both a Sell price and up to 5 quantity discounts. Therefore, against each Price level the following can be defined:- Sell Price - This can be evaluated using one of the following criteria Std Sell Price Std Sell Price + $ Value Std Sell Price - $ Value

13 Sell Pricing 13 Std Sell Price + % Value Std Sell Price - % Value Std Buy Price + $ Value Std Buy Price - $ Value Std Buy Price + % Value Std Buy Price - % Value Fixed Price $ Value Last Cost + $ Value Last Cost - $ Value Last Cost + % Value Last Cost - % Value Std Cost + $ Value Std Cost - $ Value Std Cost + % Value Std Cost - % Value Quantity Break Pricing: Up to 5 quantity Break Prices can be applied in one of two ways If the Sell Price (above) is 'Fixed Price' then you can enter the Qty Price Breaks as monetary amounts If the Sell Price is based on any of the other evaluation methods then the Qty Price Breaks are expressed as a percentage of the Sell Price Sell Price by Unit of Measure If the Inventory Item is stocked with multiple Units of Measure then each UOM can offer a discount relative to the Base UOM. For example, if the Items basic UOM is (say) Each and it is also stocked and sold in Carton and Case then a UOM discount matrix can be set up as follows:- Sell Unit Sell Price Discount Each 0% Carton 5% Case 15% This type of discount applies to the Base Price and Sell Price Matrix. It does not apply to Special Pricing or Add-On Promotional Price Round-up: You can specify that, after applying the above price calculations and discounts, the resultant sell-price is rounded up to the nearest factor. The allowable rounding factors are 0.01, 0.05, 0.10, 0.25, 0.50, 1.00, 5.00, 10.00, 25.00, 50.00, Special Pricing Special Pricing allows for the maintenance of promotional pricing with effective date ranges. The special pricing covers the following Effective Dates Start Date End Date Pricing can be for Specific Item Item s Price Group All Items Combined with Specific Customer Customers in Price Level All Customers Special Price can be Additional discount % Defined Price

14 14 Ostendo Functionality Guide Add-on Sales Pricing Add-on Sales cover those additional products or services you wish to promote when certain Items are added to a Sales Order. Example:- If the Customer orders a Printer you may also wish to promote Printer Paper and Printer Ink at the same time. Each Add-on Item can have a single price specifically linked to this promotion or alternatively can use its standard pricing matrix. Item Price Calculation Flow Get the Price Level from the Customer record Is order line an Add-on Item and does it have an Add-on sell price? If so use it Does Item have Special Price for that Customer or Price Level? If so use it Does Item have a Price for the Customer s Price Level? If so then apply any UOM discounts and use it Use Base Price and apply any UOM discounts Option is also available to amend the calculated Sell Price in the Order Line 3.2 Descriptor Pricing Base Sell Price A base Sell Price is held against individual Descriptors (Non-Inventory Items). In the absence of any other conditions this price will be used. If no Price is entered then zero is assumed. Sell Price Matrix A variable Sell Price per Descriptor is derived from the Price Level as held against a Customer and the price matrix for that price level as held against a Descriptor Price Levels: Price Levels are user-defined and comprise:- Price Level - Retail, Trade, Wholesale, Internet, etc Description - Short description of the Price level Customer s Price Level: A Price Level field is available on the Customer Master screen that allows the Customer to be linked to one of the above Price Levels Descriptor Prices: Against each Descriptor the user can - for each Price Level - define both a sell price and up to 5 quantity discounts. Therefore, against each Price level the following can be defined:- Sell Price - This can be evaluated using one of the following criteria Std Sell Price Std Sell Price + $ Value Std Sell Price - $ Value Std Sell Price + % Value Std Sell Price - % Value Std Buy Price + $ Value Std Buy Price - $ Value Std Buy Price + % Value Std Buy Price - % Value

15 Sell Pricing 15 Fixed Price $ Value Last Cost + $ Value Last Cost - $ Value Last Cost + % Value Last Cost - % Value Std Cost + $ Value Std Cost - $ Value Std Cost + % Value Std Cost - % Value Quantity Break Pricing: Up to 5 quantity Break Prices can be applied in one of two ways If the Sell Price (above) is 'Fixed Price' then you can enter the Qty Price Breaks as monetary amounts If the Sell Price is based on any of the other evaluation methods then the Qty Price Breaks are expressed as a percentage of the Sell Price Round-up. You can specify that, after applying the above price calculations and discounts, the resultant sell-price is rounded up to the nearest factor. The allowable rounding factors are 0.01, 0.05, 0.10, 0.25, 0.50, 1.00, 5.00, 10.00, 25.00, 50.00, Special Pricing Special Pricing allows for the maintenance of promotional pricing with effective date ranges. The special pricing covers the following Effective Dates Start Date End Date Pricing can be for Specific Descriptor Descriptor s Price Group Descriptors Combined with Specific Customer Customers in Price Level All Customers Special Price can be Additional discount % Defined Price Descriptor Price Calculation Flow Get the Price Level from the Customer record Does Descriptor have Special Price for that Customer or Price Level? If so use it Does Descriptor have a Price for the Customer s Price Level? If so use it Use Base Price Option is available to amend the calculated Sell Price in the Order Line 3.3 Labour Charges This section covers the way in which Labour Charges can be applied according to the type of Customer Base Labour Rate

16 16 Ostendo Functionality Guide User-defined Labour Codes can be maintained; each having its own base Labour Rate ($) and Unit of Charge (Hour, Day, etc). In the absence of any other conditions this price will be used. If no Labour Rate is entered then zero is assumed. Labour Rate Matrix A variable Labour Rate per Labour Code is derived from the Labour Rate Level as held against a Customer and the price matrix for Labour Rates as held against the Labour Code Labour Rate Levels: Labour Rate Levels are user-defined and comprise: Rate Level - Retail, Business, etc Description - Short description of the Rate level Customer s Labour Rate Level: A Labour Rate Level field is available on the Customer Master screen that allows the Customer to be linked to one of the above Labour Rate Levels Labour Rate Prices: Against each Labour Code the user can - for each Labour Rate Level - define a sell price based on one of the following criteria Std Labour Rate + $ Value Std Labour Rate - $ Value Std Labour Rate + % Value Std Labour Rate - % Value Std Labour Cost + $ Value Std Labour Cost - $ Value Std Labour Cost + % Value Std Labour Cost - % Value Rate $ Value Round-up: You can specify that, after applying the above price calculations and discounts, the resultant sell-price is rounded up to the nearest factor. The allowable rounding factors are 0.01, 0.05, 0.10, 0.25, 0.50, 1.00, 5.00, 10.00, 25.00, 50.00, Labour Price Calculation Flow - Get the Labour Rate Level from the Customer record - Does the Labour Code have a Rate for that Customer s Labour Rate Level? If so use it - Use Base Labour Rate Option is available to amend the evaluated Labour Rate in the Order/Job Line 3.4 Kit Set Pricing A Kitset is a collection of Items and Descriptors that are sold as a single entity. Note: The individual Items and Descriptors within a Kitset can also be sold independently with their own sell price as described above. Base Kit Price A Base Sell Price is held against individual Kitsets. In the absence of any other conditions this price will be used. If no Price is entered then zero is assumed. The Base Kit Price can come from one of three sources:- Price as (manually) entered against the Kitset record, or

17 Sell Pricing 17 Rolled-up from the Base Sell Price of the Kit s Components Rolled-up from the Base Cost of the Kit s Components multiplied by a Markup % The source is user selectable by Kitset. It should be noted that whenever a change is made to any Item or Descriptor s Base Sell Price or Cost then the program will automatically update the Base Kitset Price where they exist as Kit Components. Kit Sell Price Matrix A variable Sell Price per Kitset is derived from the Price Level as held against a Customer and the price matrix for that price level as held against a Kit Price Levels: Price Levels are user-defined and comprise:- Price Level - Retail, Trade, Wholesale, Internet, etc Description - Short description of the Price level Customer s Price Level: A Price Level field is available on the Customer Master screen that allows the Customer to be linked to one of the above Price Levels Kit Prices: Against each Kit the user can - for each Price Level - define both a sell price and up to 5 quantity discounts. Therefore, against each Price level the following can be defined:- Sell Price - This can be evaluated using one of the following criteria Std Sell Price Std Sell Price + $ Value Std Sell Price - $ Value Std Sell Price + % Value Std Sell Price - % Value Std Buy Price + $ Value Std Buy Price - $ Value Std Buy Price + % Value Std Buy Price - % Value Fixed Price $ Value Last Cost + $ Value Last Cost - $ Value Last Cost + % Value Last Cost - % Value Std Cost + $ Value Std Cost - $ Value Std Cost + % Value Std Cost - % Value Quantity Break Pricing: Up to 5 quantity Break Prices can be applied in one of two ways If the Sell Price (above) is 'Fixed Price' then you can enter the Qty Price Breaks as monetary amounts If the Sell Price is based on any of the other evaluation methods then the Qty Price Breaks are expressed as a percentage of the Sell Price Round-up: You can specify that, after applying the above price calculations and discounts, the resultant sell-price is rounded up to the nearest factor. The allowable rounding factors are 0.01, 0.05, 0.10, 0.25, 0.50, 1.00, 5.00, 10.00, 25.00, 50.00,

18 18 Ostendo Functionality Guide Special Pricing Special Pricing allows for the maintenance of promotional pricing with effective date ranges. The special pricing covers the following Effective Dates Start Date End Date Pricing can be for Specific Kit Kit s Price Group Kit Range Combined with Specific Customer Customers in Price Level All Customers Special Price can be Additional discount % Defined Price Kit Price Calculation Flow Get the Price Level from the Customer record Does Kit (Descriptor) have Special Price for that Customer or Price Level? If so use it Does Kit (Descriptor) have a Price for the Customer s Price Level? If so use it Use Kit Base Price Option is available to amend the calculated Sell Price in the Order Line 3.5 Discount Matrix The Item and Descriptor Pricing plus the Labour Charges calculate the Sell Price. You can optionally apply a Discount to the calculated price. This provides the following variations Use the Base Price only Use the Sell Price Calculation Discount the Base Price Discount the Calculated Sell Price The Discount Matrix can be applied the following levels Customer Price Level All And can apply to Specific Item, Descriptor, or Labour Code Category of the Item, Descriptor, Labour Code, Supplier Catalogue Line Specific Unit of Measure for the Item

19 Sell Pricing Task Bill Pricing A Task Bill is a collection of Items, Descriptors and Labour activities that are assembled to form a Project Style Job. Job Orders are more focused on Cost Plus activities and usually require a Sell Price for quoting and planning purposes Note: The Items, Descriptors and Labour Codes within a Task Bill can also be sold independently with their own sell price as described above. Base Task Price A Base Task Price is held against individual Tasks. In the absence of any other conditions this price will be used. If no Price is entered then zero is assumed. The Base Task Price can come from one of three sources:- Price as (manually) entered against the Task record, or Rolled-up from the Base Sell Price of the Task Detail Rolled-up from the Base Cost of the Task Details multiplied by a Markup % The source is user selectable by Task. It should be noted that whenever a change is made to any Item, Descriptor, or Labour Code s Base Sell Price or Cost the program will automatically update the Base Task Price where they exist as a Task Detail. Task Price Matrix A variable Sell Price per Task is derived from the Price Level as held against a Customer and the price matrix for that price level as held against a Task Price Levels: Price Levels are user-defined and comprise:- Price Level - Retail, Trade, Wholesale, Internet, etc Description - Short description of the Price level Customer s Price Level: A Price Level field is available on the Customer Master screen that allows the Customer to be linked to one of the above Price Levels Task Prices: Against each Task the user can - for each Price Level - define both a sell price and up to 5 quantity discounts. Therefore, against each Price level the following can be defined:- Sell Price - This can be evaluated using one of the following criteria Std Sell Price Std Sell Price + $ Value Std Sell Price - $ Value Std Sell Price + % Value Std Sell Price - % Value Std Buy Price + $ Value Std Buy Price - $ Value Std Buy Price + % Value Std Buy Price - % Value Fixed Price $ Value Last Cost + $ Value Last Cost - $ Value Last Cost + % Value Last Cost - % Value

20 20 Ostendo Functionality Guide Std Cost + $ Value Std Cost - $ Value Std Cost + % Value Std Cost - % Value Quantity Break Pricing: Up to 5 quantity Break Prices can be applied in one of two ways If the Sell Price (above) is 'Fixed Price' then you can enter the Qty Price Breaks as monetary amounts If the Sell Price is based on any of the other evaluation methods then the Qty Price Breaks are expressed as a percentage of the Sell Price Round-up: You can specify that, after applying the above price calculations and discounts, the resultant sell-price is rounded up to the nearest factor. The allowable rounding factors are 0.01, 0.05, 0.10, 0.25, 0.50, 1.00, 5.00, 10.00, 25.00, 50.00, Special Pricing Special Pricing allows for the maintenance of promotional pricing with effective date ranges. The special pricing covers the following Effective Dates Start Date End Date Pricing can be for Specific Task Task s Price Group Task Range Combined with Specific Customer Customers in Price Level All Customers Special Price can be Additional discount % Defined Price Task Price Calculation Flow Get the Price Level from the Customer record Does Task (Descriptor) have Special Price for that Customer or Price Level? If so use it Does Task (Descriptor) have a Price for the Customer s Price Level? If so use it Use Task Base Price Option is available to amend the calculated Sell Price in the Order Line. 3.7 Supplier Catalogue Prices A simple Import Routine allows the user to create and maintain multiple Supplier Catalogues. These catalogues can contain both a Buy Price and a Recommended Sell Price. Your final Sell Price is based upon either of these two Prices. Catalogue Price Matrix A variable Sell Price per Catalogue Item is derived from the Price Level as held against a Customer and the price matrix for that price level as held against a Supplier Catalogue record Price Levels: Price Levels are user-defined and comprise:- Price Level - Retail, Trade, Wholesale, Internet, etc

21 Sell Pricing 21 Description - Short description of the Price level Customer s Price Level: A Price Level field is available on the Customer Master screen that allows the Customer to be linked to one of the above Price Levels Catalogue Prices: Against each Supplier Catalogue the user can - for each Price Level - establish a sell price. Therefore, against each Price level the following can be defined:- Sell Price - This can be evaluated using one of the following criteria Std Sell Price Std Sell Price + $ Value Std Sell Price - $ Value Std Sell Price + % Value Std Sell Price - % Value Std Buy Price + $ Value Std Buy Price - $ Value Std Buy Price + % Value Std Buy Price - % Value Fixed Price $ Value Last Cost + $ Value Last Cost - $ Value Last Cost + % Value Last Cost - % Value Value - As an alternative to evaluating the Sell Price from the above criteria you can simply specify a monetary value 3.8 Price Updates A simple routine enables the user to maintain Item and Descriptor Sell prices. It comprises of selecting a range of Items or Descriptors and applying a % change (plus or minus) based on Standard Sell Price, Standard Buy Price, or Last Cost. 3.9 Price Inquiries Quite often a Prospect or Customer may wish to know the current sell price. A simple Interactive screen is available where the user simple enters Customer Name (I.e. Price Level known) or Price level Item or Descriptor identity (selected from drop-down list) Quantity required (to take advantage of any Quantity Price Breaks) Unit of Measure (Base unit defaulted - amend from drop-down) for UOM discounts Upon entering this information a display panel shows the Sell Price and all the applied discounts that enabled the price to be calculated

22 22 Ostendo Functionality Guide 4 Buy Pricing Ostendo contains a comprehensive Supplier Buy pricing structure covering Inventory Items Non-Inventory Items (In Ostendo these are called Descriptors) Supplier Catalogues This document covers the processing and use of Buy Pricing options such as: Standard Buy Price Supplier Specific Pricing Quantity Discounts Supplier Unit of Measure Pricing It should be noted that a Buy Price differs from a Cost in that the Cost could be the Buy Price PLUS additional charges such as Freight, Postage, etc. 4.1 Item Buy Price Standard Buy Price A Standard Buy Price is held against individual Inventory Item. In the absence of any other conditions this price will be used. If no Buy Price is entered then zero is assumed. Supplier-based Buy Price Against each Item facility is provided to add Supplier-specific Buy prices. This price is used when adding this Item to a Purchase Order raised against this Supplier. Each Supplier-specific Buy Price record linked to this Item contains the following information Supplier: Supplier to which this Buy Price applies. Currency Code: Display only field showing the Currency Code held against the Supplier Unit: This is prefilled with the base Unit of measure for the Item but can be amended to reflect the specific Unit of Measure from this Supplier Conversion: This represents the conversion factor between the Supplier s Unit of Measure and the Item s base Unit of Measure as defined in the Item Master record. This is used as follows. If the Supplier s Unit of Measure is Drum and the base Unit of Measure in Ostendo is Litres and 1 drum contains 50 Litres then enter 50 into this field. This allows you to order and receive in the Supplier s UOM but place into Inventory in your own UOM. Supplier Item Code: An optional entry field to identify the Supplier s Item Number if it is different than your own internal number. Both numbers are available for printing on the Purchase Documents. Suppliers Description: An optional entry field to identify the Supplier s Description of this Item. Both your, and the Supplier's,descriptions are available for printing on the Purchase Documents.

23 Buy Pricing 23 Unit Price: The Buy Price per Supplier s Unit of Measure in the currency specified against the Supplier Quantity Breaks: Up to 5 Quantity Breaks can be defined. These are in the form of a Buy Price and the Quantity Break at which it will apply Restrict to defined Suppliers A flag can be set to restrict purchase from Suppliers in the above Buy Price List. Any attempt to purchase this Item from other Suppliers will be rejected. Primary Supplier This is used during automatic ordering via the Replenishment run and prefills the Purchase Order s supplier with this Primary (or preferred) Supplier. Item Purchase Price Calculation Flow - Does Item have Supplier Price for that Supplier? If so use it - Use Standard Buy Price Option is also available to amend the evaluated Buy Price in the Order Line 4.2 Descriptor Buy Price Standard Buy Price A Standard Buy Price is held against individual Descriptors (Non-Inventory Items). In the absence of any other conditions this price will be used. If no Buy Price is entered then zero is assumed. Supplier-based Buy Price Against each Descriptor facility is provided to add Supplier-specific Buy prices. This price is used when adding this Descriptor to a Purchase Order raised against this Supplier. Each Supplier-specific Buy Price record linked to this Descriptor contains the following information Supplier: Supplier to which this Buy Price applies. Currency Code: Display only field showing the Currency Code held against the Supplier Unit: This is prefilled with the base Unit of measure for the Descriptor but can be amended to reflect the specific Unit of Measure from this Supplier Conversion: This represents the conversion factor between the Supplier s Unit of Measure and the Descriptor s Unit of Measure as defined in the Descriptor Master record. This is used as follows. If the Supplier s Unit of Measure is Drum and the base Unit of Measure in Ostendo is Litres and 1 drum contains 50 Litres then enter 50 into this field. This allows you to order and receive in the Supplier s UOM but place into Inventory in your own UOM. Supplier Descriptor Code: An optional entry field to identify the Supplier s Descriptor

24 24 Ostendo Functionality Guide Code if it is different than your own internal Code. Both numbers are available for printing on the Purchase Documents. Suppliers Description: An optional entry field to identify the Supplier s Description of this Descriptor. Both your, and the Supplier's,descriptions are available for printing on the Purchase Documents. Unit Price: The Buy Price per Supplier s Unit of Measure in the currency specified against the Supplier Quantity Breaks: Up to 5 Quantity Breaks can be defined. These are in the form of a Buy Price and the Quantity Break at which it will apply Restrict to defined Suppliers A flag can be set to restrict purchase from Suppliers in the above Buy Price List. Any attempt to purchase this Descriptor from other Suppliers will be rejected. Primary Supplier This is used during automatic ordering via the Create Required Orders routine and prefills the Purchase Order s supplier with this Primary (or preferred) Supplier. Descriptor Purchase Price Calculation Flow - Does the Descriptor have Supplier Price for that Supplier? If so use it - Use Standard Buy Price Option is also available to amend the evaluated Buy Price in the Order Line 4.3 Supplier Catalogues A simple Import Routine allows the user to create and maintain multiple Supplier Catalogues. These catalogues contain both a Buy Price and a Recommended Sell Price. The Buy Price is taken directly from this Catalogue. The Import routines contains the following steps: Step 1: Select whether the data being imported is in a.csv or a xls source Step 2: In the source file define where the data cells are located. I.e. Start at Row - From which row in the import file is the importing to commence Field Names - tell the program which row in the import file contains headings Step 3: Match the fields in the.csv or.xls file with the fields required by Ostendo. These are: Catalogue Number - The Catalogue Number used above Catalogue Code - The Supplier s Item Reference Number Code Description - Description of the Supplier s Item Code Unit - The Unit of Measure for the Item Tax Group - The Tax Group that relates to this Item Analysis Group - The Analysis Group that relates to this Item Standard Buy Price - The Standard price at which the Supplier is selling the Item Standard Sell Price - The price at which the Supplier suggests you sell the Item Code Notes - Extended Notes that are specific to this Item Sales Notes - Extended Notes that will be copied to Sales Order Lines Job Notes - Extended Notes that will be copied to Job Lines

25 Buy Pricing 25 Purchase Notes - Extended Notes that will be copied to Purchase Order Lines Step 4: Define the format of the fields in the Import File. This allows the import routine to convert it from the format in your Import file to the format defined in the Regional Settings of you computer. Step 5: Confirm the settings plus what you want the Import routine to do with the data. The options are: Append - Add all records even if they currently exist in Ostendo Update - Update existing Ostendo records where there is a matching key. Append/Update - Add the record if it doesn t exist and update the record where there is a matching key. Delete - Delete existing records where there is a match. Copy - Delete all existing records in Ostendo and recreate from the import file. Append New - Add a new record where the record in the Import file does not currently exist in Ostendo. 4.4 Buy Price Updates Two routines enable the user to maintain Item and Descriptor Buy prices and a separate routine for updating Supplier Catalogue Buy Prices. Batch Buy Price Update This comprises of selecting a range of Items or Descriptors and applying a % change based on Standard Sell Price, Standard Buy Price, or Last Cost. The following is available through this process: % Change: The required percentage change relative to the price defined in the next field. This can be positive or negative. Based On: The basis against which the Price Update will be applied. The options are: - Std Sell Price (For Items and Descriptors) - Std Buy Price (For Items and Descriptors) - Last Cost (For Items and Descriptors) - Average Cost (For Items Only) - Standard Cost (For Items Only) Round Up to Nearest: A rounding factor can be applied to the recalculated Price. The allowable rounding factors are 0.01, 0.05, 0.10, 0.25, 0.50, 1.00, 5.00, 10.00, 25.00, 50.00, Price Update from File This function allows you to maintain standard Buy Prices or Sell Prices in some other database or spreadsheet and import these into Ostendo. This feature requires that the other database is capable of exporting to.csv or.xls format. The Price Update process uses a standard Ostendo routine to carry out this process and comprises the following Steps Create a Price Update Batch and define the update criteria Point the import function to the.csv or.xls file Match the import file to the fields in the.csv or.xls file Run the import function to a temporary file View the results and re-run if necessary Update the prices

26 26 Ostendo Functionality Guide Catalogue Price This function allows you to maintain existing Supplier Catalogue Buy Prices with option to: Append - Add all records even if they currently exist in Ostendo Update - Update existing Ostendo records where there is a matching key. Append/Update - Add the record if it doesn t exist and update the record where there is a matching key. Delete - Delete existing records where there is a match. Copy - Delete all existing records in Ostendo and recreate from the import file. Append New - Add a new record where the record in the Import file does not currently exist in Ostendo.

27 Costing 27 5 Costing Ostendo contains a very comprehensive costing structure, which enables coverage of a wide range of Costing Methods and Methodologies. Functionality Guide describes the available Costing Methods, how they are generated and maintained, and how they address the demands made by a wide spectrum of Business requirements. This Functionality Guide will address the following areas. Cost Methods Used Standard Cost Average Cost Actual Cost Last Cost Buy Price as Cost Calculated How they are maintained Item Cost Descriptor Cost Labour Cost Kitset Cost Task Bill Cost How they are used Inventory Costing BOM Costing Employee Costing Assembly Order Costing Custom Product Costing Sales Order Costing Job and Service Order Costing Project Costing 5.1 Cost Methods 1. Cost Methods Standard Cost This method applies a fixed Cost to an Item, Descriptor, Labour, Kitset, or Task Bill. This Standard Cost is used whenever the Item is received into stock or when the Item, Descriptor, Labour, Kitset, or Task Bill is issued to an Order. The Standard Cost is generally fixed for a period of time and does not vary, even if the true cost is different. Facilities are available to update the Standard Cost based on user-selectable criteria. Average Cost Average Cost applies to Inventory Items only and reflects the current Average Cost of the Item whilst in Stock. Upon receipt of an Item its Inventory Average Cost is updated taking into account the Actual Cost of the receipt. Upon issuing of an Item from Inventory the Average Cost is used. Actual Cost Actual Cost applies to Inventory Items only and reflects the Actual Cost of the Item when it was received into stock. This Actual Cost is the used when issuing from Stock. In using this method it is essential that the Item is either Batch or Serial Number Controlled so that the Actual Cost can be

28 28 Ostendo Functionality Guide maintained against that Item s sub-reference Last Cost This method applies to Descriptors only (although it is recorded against Inventory receipts) and reflects the Last Cost of the Descriptor when it was received through a Purchase Order. This is used when the Descriptor is issued to an Order Buy Price This method applies a Buy Price to a Descriptor, Kitset, or Task Bill. A base Buy Price is held against each Descriptor, Kitset, or Task Bill which reflects its current Purchase Price. This Buy Price is used when the Descriptor, Kitset, or Task Bill is issued to an Order. Facilities are available to update the Buy Price based on user-selectable criteria. Calculated This method applies to a Kitset or Task Bill. Whenever the Kitset or Task Bill is issued to an Order then the Cost of its contents (Items, Descriptors, Labour) are calculated at the time it is attached to an Order using the Cost Method defined against the individual Item, Descriptor, or Labour. 2. Summary In summary these are the sources where Costs are derived and the options available:- Inventory Costing Descriptor Costing Labour Costing Kit Costing Task Bill Costing Catalogue Item Cost Standard Average Buy Price Standard Last Buy Price Standard Calculated Buy Price Standard Calculated Buy Price Standard 5.2 Standard Cost Maintenance Items In its simplest form the Standard Cost can be keyed directly into the Item Master Screen. Alternatively, the Standard Cost can be created or maintained by specifying a percentage increase or decrease relative to it s Standard Buy Price, Last Cost, Average Cost, or Standard Cost. Descriptors In its simplest form the Standard Cost can be keyed directly into the Descriptor Master Screen. Alternatively, the Standard Cost can be created or maintained by specifying a percentage increase

29 Costing 29 or decrease relative to it s Standard Buy Price, Last Cost, or Standard Cost. Labour Labour Costs are manually maintained. It is worth noting here that Labour Costs are held at two levels Labour Code: A Labour Code is used in Quotes, Assembly Orders and Jobs to determine the planned Labour Cost for the activity. The following elements of cost are manually maintained against this record: Standard Cost: Cost Rate per Hour Fixed Overhead: A cost per Labour hour to cover FOH Variable Overhead: A percentage of the Labour Cost per hour to cover VOH Employee: Am Employee can be linked to many Labour Codes. Against each Labour Code a Standard Cost is held and manually maintained. Whenever this Employee books time against a Job Line that has this Planned Labour Code then the appropriate Standard Cost will be applied. Kit Set Two options are available against a Kitset record to cover Standard Cost evaluation Standard Cost: In its simplest form the Standard Cost can be keyed directly into the Kitset Master. Rolled-Up: The Standard Cost can also be determined by rolling up the Cost of each Kit Component Item or Descriptor. Task Bills Two options are available against a Task Bill record to cover Standard Cost evaluation Standard Cost: In its simplest form the Standard Cost can be keyed directly into the Task Bill Master. Rolled-Up: The Standard Cost can also be determined by rolling up the Cost of each Task Bill s Item, Descriptor, or Labour. Catalogue Items Catalogue Items are contained in a Supplier Catalogue. The specific Item is selected and added to a Job Order or Sales Order. The Catalogue Item contains a Buy Price that is used to cost the Order 5.3 Where and How are the Costing Methods used This section describes how the Costs are used in the various areas in Ostendo Inventory Costing Inventory Costing Three cost types are always maintained against each Item. These are: Standard Cost: As held against the Item Master Average Cost: Adjusted by Stock Movements (see below) Last Cost: Adjusted by last Stock Receipt transaction Additionally a fourth Cost Type is maintained against selected Items Actual Cost: Issues and Receipts at Batch/Serial Number level

30 30 Ostendo Functionality Guide Standard Cost Whenever a stock movement is carried out (Issue or Receipt) then the Item s Standard Cost will be applied to the Item. Average Cost Whenever an Item is Received then the Average Cost is adjusted using the following formula (Current Ave * Current Qty) + (Received Qty * Received Cost) Item Average Cost = (Current Qty + Received Qty) Whenever an Item is issued then the Item s Average Cost is used However, the following should also be noted. a) If an Item is being issued that forces the current stock into negative then the current Average Cost will still apply b) If a Receipt is being made and the current stock is negative then the following costs will be applied. If the Receipt Quantity results in the finished stock balance remaining negative then the current Average Cost will be applied to the full receipt quantity. However, the difference between the Receipt s Actual Cost and the Inventory Average Cost will be posted to a Stock variance. If the Receipt Quantity results in the finished stock balance being positive then the quantity to bring the current stock to zero will be received at the current Average and the balance received at the receipts Actual. However, the difference between the Receipt s Actual Cost and the evaluated Receipt Cost will be posted to a Stock variance. c) Where a (new) Item is being issued but no prior receipt transaction has been made and the Average Cost is zero then a message will be returned to warn that the Issue Cost will be zero unless action is taken to update the Average Cost field. This can be dome manually against the Item Master record. Subsequent Inventory Cost adjustments will be made as outlined in (b) above Last Cost Whenever a stock receipt is carried out then the Last Cost field against the Item will be updated. Actual Cost A pre-condition of Actual Cost is that the Item must be Batch or Serial Controlled. Whenever a stock receipt is carried out then a record of the Batch/Serial Number is created and the Actual Cost is attached to this record. Upon Issuing the Item a Batch Number/Serial Number is required and hence the Actual Cost is carried along with the issue Note: A Batch can contain more than one receipt, each having different Actual Cost. In this instance a Batch Average will be used. Cost Revision History All changes to Standard, Average, and Last Cost will be maintained within Ostendo giving a complete history of Type of Change (Standard, Average, Last) along with date of change plus before and after costs.

31 Costing BOM Costing Bills Of Material are used in Assembly Jobs to make standard products for stock. BOM Costing allows the user to carry out a multi-level Cost Roll-up using the Standard Cost for Items, Descriptors and Labour plus Fixed and Variable Overheads related to Labour. The Cost Roll up program goes through the following steps:- Sort all parent Items in the BOM table into Low-Level Code descending sequence Commencing with the first parent calculate the following from its components Set Up Cost Items Descriptors Labour FOH VOH Process Cost Items Descriptors Labour FOH VOH - Standard Cost * Usage Quantity / Setup Batch Size - Standard Cost * Usage Quantity / Setup Batch Size - Labour Code * Labour Cost * Hours / Setup Batch Size - Labour Code * FOH Cost * Hours / Setup Batch Size - Above Labour calculation * VOH recovery Rate - Standard Cost * Usage Quantity - Standard Cost * Usage Quantity - Labour Code * Labour Cost * Hours - Labour Code * FOH Cost * Hours - Above Labour calculation * VOH recovery Rate Progressively repeat for all parent Items in the BOM Select Items whose Standard Cost is to be updated Note: The Labour Cost (Labour, FOH, & VOH) for an activity comes from a Labour Code rather than a specific Employee Employee Costing A Labour Code is used in BOMs, Jobs Orders, Assembly Orders, Custom Product Orders, etc. to derive a Planned Cost of the Labour activities. The Actual Labour Cost comes from the Employee who carried out the task. Let s look at this in more detail. Each Employee record has a cross-relationship whereby when the Employee carries out work against a Planned Labour Code then a defined Actual Cost rate is applied. For example let us assume that two Labour Codes have been created: Labour Code LAB001 uses Std Cost $20.00, Fixed OH of $25.00 and Variable OH of 150% Labour Code LAB002 uses Std Cost $22.00, Fixed OH of $33.00 and Variable OH of 140% These Costs are used for Planned Costs during BOM Roll-up, etc. Employee EMP011 could have the following information held against it. If working in LAB0001 then Std Cost $24.00, Fixed OH of $28.00 and Variable OH of 100% If working in LAB0002 then Std Cost $26.00, Fixed OH of $28.00 and Variable OH of 150% Therefore if Employee EMP011 booked time against an activity planned for Labour Code LAB001 then each hour booked would incur an Actual Cost of Labour Charge $24 Fixed Overhead $28 Variable Overhead $24 However, if Employee EMP011 booked time against an activity planned for Labour Code LAB002 then each hour booked would incur an Actual Cost of

32 32 Ostendo Functionality Guide Labour Charge $26 Fixed Overhead $28 Variable Overhead $ Assembly Order Costing An Assembly Order covers manufacture of a product that is received into Inventory. Order creation - Planned Cost An Assembly Order is created by: Using a BOM held in Ostendo, or Copying an existing Job Upon creation of the Assembly Order the program calculates: Setup Costs from the sum of setup Materials and Activities Run Costs from the sum of process Materials and Activities * Order Quantity Assembly Order Lines can be amended by: Manually adding, changing or deleting the line details Adding by making selections from a pre-defined List If any changes are made to the Assembly Order Lines then the Planned Cost will automatically be adjusted in line with the change. This feature enables a more accurate planned cost of the Assembly Order to be reflected rather than simply using the current Standard Cost of the parent assembly. Assembly Order Issues A Component Item will be issued to the Job in line with the following: If the component has a supply method of From stock then the Item will be issued in accordance with the global Costing Method for Inventory Costing Method selected by the user. The options are Standard Cost or Average Cost. If the component has Sourced By of Purchasing and the supply method is Source On Demand then the Receipt Price from the generated Purchase Order is used. If the component has Sourced By of Assembly and the supply method is Source On Demand then the Item will be issued in accordance with the global Costing Method for Inventory Costing Method selected by the user. The options are Standard Cost or Average Cost. A Descriptor will be issued in accordance with that global Costing Method selected by the user. This can be Standard Cost, Last Cost, or Buy Price. Labour costs come from Assembly Order Timesheets and are booked against the Employee that carried out the task. Two scenarios can occur here: As outlined on 4.2. (above) the Employee record can have a relationship whereby when the Employee carries our work linked to the line s Labour Code. In this instance the Order Line is updated with the Employees Costs The situation may arise where a Labour booking is made by an Employee for an activity that was not planned. In this instance the Labour Code is automatically added to the Assembly Order with zero Planned Cost and Actual Cost coming from the Employee. Assembly Order Receipts The receipt Cost of Assembled Items into stock can be derived from either:

33 Costing 33 The Standard Cost of the Item being receipted, or The cost of the actual Issues to the Assembly Order An Assembly Order can contain Co-Products (I.e. Product made at the same time as the Parent product). In this instance the Co-Product uses its own Standard Cost or a percentage of the Actual Issues Cost. For example: Standard Cost All Items are received into Inventory using the User-Specified Cost method (Standard or Actual). Upon the Order status being changed to Closed the program calculates the difference between the total cost of receipts into Stock and the current Actual Cost in Assembly WIP. This difference is posted to a WIP Variance account. Any subsequent Actual Bookings are posted directly to the Variance Account. Average Cost When Items are received into Inventory the difference in cost between that already posted and the current Order Actual Cost is applied to this receipt and becomes and Actual Cost for the receipt. This Cost is then used to revalue the Average Cost. Upon the Order status being changed to Closed the program calculates the difference between the total cost of receipts into Stock and the current Actual Cost. This difference is posted to a WIP Variance account. Any subsequent Actual Bookings are posted directly to the Variance Account. Batch Actual Cost Items are received into Inventory against a Batch Number. The difference in cost between that already posted and the current Actual Cost is applied to this receipt and becomes and Actual Cost for the Batch. If multiple receipts are made against the same Batch Number then a Batch Average will be calculated and used. Upon the Order status being changed to Closed the program calculates the difference between the total cost of receipts into Stock and the current Actual Cost. This difference is posted to a WIP Variance account. Any subsequent Actual Bookings are posted directly to the Variance Account. Serial Number Actual Cost Each Item is received into Inventory against its own unique Serial Number. The difference in cost between that already posted and the current Actual Cost of the Order is applied and apportioned to each Serial Numbered Item in the Receipt. Upon the Order status being changed to Closed the program calculates the difference between the total cost of receipts into Stock and the current Actual Cost. This difference is posted to a WIP Variance account. Any subsequent Actual Bookings are posted directly to the Variance Account Custom Product Costs Custom Products are in effect Assembly Orders for an end Product that has a varying BOM. A pre-requisite for Custom Products is that they must be Batch-Controlled. This will allow Actual Costs to be accumulated against the specific Order variant in addition to the product being segregated whilst in Stock. From hereon it is costed in exactly the same way as described for Assembly Orders for Batch Actual products.

34 34 Ostendo Functionality Guide Sales Order Costs This order type covers Customer Orders that deliver Products and is used in (a) a Sales and Distribution environment and (b) a Sales Function within a Manufacturing environment The Sales Orders can contain Inventory Items, Non-Inventory Items (Descriptors), Kit Sets, or Supplier Catalogue Items. Sales Order Creation A Sales Order can be created by: Creating it from scratch Copying an existing Sales Order Confirming a Sales Quotation Sales Order Lines can be added by: Selecting Stock Items Selecting Descriptors Selecting complete Kitsets Selecting an Item from a Supplier Catalogue Making selections from a pre-defined List Sales Order Costs Stock Items When a Stocked Item is issued to the Sales Order the Cost (Standard, Average, or Actual) is posted to the Order Descriptors When a Descriptor is issued to the Sales Order the Cost (Standard, Last, or Buy Price) is posted to the Order Kitset When a Kitset is issued to the Sales Order the Kitset Costing Method is checked and if the method is Buy Price or Standard it is copied from the Kitset Header. If the Costing Method is Calculated then the cost of each line is the Kitset is determined from their individual Cost Method and the total cost posted to the Sales Order Line List A List is simply a list of commonly Sold Items from which a selection can be made (and default quantities changed). Having made the selection and identified required quantities they are copied to the Sales Order as unique Sales Order Lines. At this time the cost of each line is determined from their individual Cost Method and the total cost posted to the respective Sales Order Line Catalogue Items A drop-down list of Supplier Catalogues is presented and a selection made. The individual Items in the selected Catalogue are presented for Item selection and quantities required. The Buy Price defined in the Catalogue is copied to the Sales Order Line Job and Service Order Costing A Job or Service Order in Ostendo refers to carrying out a single Task or series of Tasks to: Produce a product on site (example:- Erecting a Building), or Produce a large product with Stage Payments (example:- Build a Boat), or Carry out a Job that spans a long period of time Regular service of a piece of equipment on Customer Site, or

35 Costing 35 Produce a series of Task Jobs in a combined Project Etc. A Job or Service Order therefore is significant in that it comprises of a series of inter-related Tasks, each which could contain Materials, Labour, Resources, etc. Each Task can have: Task Percentage Completions Task Resource Scheduling Overall Job Completions Progressive Stage Claims with Retentions Etc. This style of Order covers a wide-range of cost control options such as Totally Cost Plus Selective Cost Plus activities (example: Labour) Progress Payments Retentions 1. Preparation In preparation for creating a Job Order the following can be pre-defined: Task Bills - A multi-line list of activities containing Items Descriptors Labour Codes Templates - A multi-line combination of Items Descriptors Task Bills Kit Sets These can be used to assist in the creation of a Job Order in addition to simplifying the construction of a multi-task Job Order. 2. Order creation A Job Order can be created by: Using a Job Template (and adding extra lines if required) Creating a Job Header and adding Job Lines. Job Order Lines are created by Selecting a Job Template during Order creation (which creates the line details) Adding a single or multiple Task(s) Adding Inventoried Items Adding Descriptors Adding Labour Adding a Kitset Adding a Supplier Catalogue Item 3. Planned Costs Looking at the Job Line Cost for each of the above Line Types. The individual Planned Costs are taken from the following. I.e.

36 36 Ostendo Functionality Guide Items - System Setting (Standard, Average, or Actual) Descriptors - System Setting (Buy Price, Standard, Last) Labour - Standard Catalogue Item - Buy Price Kitset - Calculated from details in the Kitset Task Bill - Calculated from details in the Task Bill Once copied to the Job the Planned cost for Descriptors, Labour, or Catalogue Items can be amend if required. 4. Actual Costs Actual Costs are taken from the following. I.e. Items - System Setting at time of Issue (Standard, Average, or Actual) Descriptors - System Setting at time of Issue (Buy Price, Standard, Last) Labour - Employee Cost at time of booking Catalogue Item - Cost at time of Issue Kitset - Actual at Sub-Kitset Level * Task Bill - Actual at Sub-Task Bill Level ** * Kitsets are issued as a Kit. I.e. the Kit components are Backflushed. During this action the Actual Cost of each component is used to determine the Actual Cost of the Kit. I.e. Items - System Setting at time of Issue (Standard, Average, or Actual) Descriptors - System Setting at time of Issue (Buy Price, Standard, Last) ** Task Bills are issued as a complete Bill. I.e. the Bill Lines are Backflushed. During this action the Actual Cost of each Line is used to determine the Actual Cost of the Task Bill. I.e. Items - System Setting at time of Issue (Standard, Average, or Actual) Descriptors - System Setting at time of Issue (Buy Price, Standard, Last) Labour - Employee Cost at time of booking Progressive Posting of Job Costs The Job Actual Costs are held in detail. In addition a single Cost Bucket is maintained that holds the current (un-invoiced) Costs for the Job. These Costs are progressively posted to Cost Of Sale in line with the following Invoicing Scenarios. Percentage Invoice: A Percentage Invoice takes a percentage of the total Job Amount and produces the Invoice. At the same time it calculates the Invoice Cost by applying the same percentage to the Job s Planned Cost and posts this along with the Invoice. This evaluated Cost is moved from the Job s Actual Cost Bucket to Cost of Goods. The moving of this Planned Cost amount from the Actual Cost Bucket can result in a Cost Variance. If the Job is closed with costs still in the Jobs Actual Cost Bucket it is posted to a WIP Variance. To avoid this you have the option to use Cleanup Invoices. Actual Cost Invoice: An Actual Cost Invoice generally applies to Cost Plus Jobs. In this instance every time an Invoice is raised the current value held in the Job s Actual Cost Bucket is applied to the Invoice and the Invoice Value is directly related to a Markup Percentage held against the Job.

37 Costing Project Costing In Ostendo Projects comprise of a collection of Jobs. The main Project screen shows progress and costing details taken from each included Job and displays them to show an overall Project status, progress, costs, and projections

38 38 Ostendo Functionality Guide 6 Inventory Ostendo has a comprehensive Inventory Control system that includes: Multi- Warehouse - Multi-Location Allows negative stock Multiple Units of Measure per Item Item Revision Level Control Serial No/Batch No segregation Expiry Date segregation Grades/Colour/Size Segregation Order-On-Demand option Item Linked Warranty Includes linked documents/barcode/images Item Sales conversion to Customer Asset Interactive Stock Replenishment routine etc 6.1 Warehouses and Locations Warehouses Ostendo has the ability to maintain multiple Warehouses. These Warehouses can be In House, at a Customer location, or at a Supplier location. The Warehouse can be flagged to define if its stock can be excluded from the Stock Replenishment routine Locations Within each Warehouse you can maintain multiple locations. An inventory Item can exist in multiple locations across multiple Warehouses. A location can be included in a user-defined Group and Sequence that facilitates Inventory checking in a logical, user-defined, sequence Negative Stock Ostendo allows three options relating to negative stock Allow negative stock for all Items Allow negative stock for designated Items Do not allow negative stock 6.2 Inventory Items Items Stockable Items in Ostendo contain the following Information. Note:- non-stocked Items should be defined as a Descriptor 1. Default Locations Each Item can be given a Default Warehouse/Location for both Issues and Receipts. This is used to prefill these when receiving and issuing them and also for auto-issuing when contained in a Kitset. It can also be used as a global default for those users who do not use Warehouses or Locations

39 Inventory ABC Code Each Item can (optionally) be given an ABC Code that is used for Cyclic Stock Checks. The Code is not restricted to simple A, B, or C and the user can maintain their own codes 3. Barcode An alphanumeric Barcode identifier can be entered against each Item. This barcode can printed in barcode format on all documentation (Job Sheets, Labels, etc) that use the Item. In addition to a base barcode against the Item you can also maintain barcode identifiers for each unique sub-level variation (Serial Number, Batch, Expiry Date, Colour, Revision Level, etc) of any item. During Order entry scanning the barcode will immediately bring the Item (along with its variant) back to the screen. 4. Warranty Warranty Codes and their conditions can be maintained in Ostendo. The relevant Warranty Code(s) can be selected and applied to an Item where applicable. The Warranty code and associated Warranty Document is applied during Sales and can be printed during the Despatch/Invoicing function. At that time a Warranty tracking record is produced for this Item/Sales Order/Customer. 5. Add-On Sales Add-On Sales are a single or list of Items that you may wish to promote during the Sales process. For example, If the Item was a tin of Paint then you may wish to suggest the purchase of Paint Brushes, Brush Cleaner, etc. These Add-On Sales Items can have their own Sell Price specifically for use when sold along with the originating Sales Line. 6. Customer Asset A flag can be set against an Item to define that, when sold, the Item will be converted into a Customer Asset. If this flag is set then a Servicing Frequency and Servicing Template can also be defined. Ostendo will generate an Asset Record against this Customer in the Service Module whenever it is sold. The Service Record then facilitates the Service, Maintenance, and Breakdown activities, thus providing a complete history from initial sale through the complete lifetime of the Asset. For more information on Service Events see the paper on the Service and Maintenance function. 7. Serial Kit Serial Kits are individual unique - Serial Numbers within an Item. Each Serial Kit can comprise of one or more Items that may vary in their individual attributes (Colour, Size, Batch, Serial Number, Expiry Date, etc). When a Serial Kit Item is received into stock, and given a Serial Number, Ostendo will (optionally) attach a Template Kit Content List which can be amended and made specific to the receipt. 8. Sourced By The 'Sourced By' field defines from where the Item is normally procured. The options are Assembled, Purchased, Configured). This enables the Replenishment routine to segregate suggestions for its procurement. 9. Supply Method Two basic supply Methods are offered. These are: Supply from Stock - Demand for the Item is satisfied from Inventory. Replenishment of

40 40 Ostendo Functionality Guide this is maintained by the Inventory replenishment routine Source On Demand - A Supply Order (Assembly or Purchase) is automatically planned immediately a demand is made on this Item 10. Alternate Item An Alternative Item can be attached to the main Item record. During Sales or Assembly Order processing you may find that requested Item is not available. Therefore the alternative can be immediately assessed and dispatched in its place 11. Dimensions Against each Item you have the option to record: Length Width Volume Weight This can be used to auto-evaluate the gross dimensions during Sales Delivery 12. Sales Dimensions Item Sales Dimensions cover four basic elements that can be used individually or combined to provide an extensive array of options to calculate an Order quantity. The basic Dimensions are Length Width Depth Pack Size In Order entry you simply specify the individual dimensions of the pieces you require and Ostendo will evaluate the total usage. This feature can be used for example to: Calculate the total length of Wood from various cut lengths Calculate number of Steel bars required to do a Job Calculate the Litres of Paint required for multiple surface area measurements Calculate the number of Roof Tiles required to roof a house Calculate the volume of concrete required to cover a driveway Enter Order pack sizes of Meat and invoice the combined weight Take orders for 'ad-hoc' Pack Sizes 13. Manufacturers Info You can identify the Manufacturer of the Item along with the Brand and Model to which it is applicable. Additionally you can point to the Manufacturers documentation associated with this Item 14. Properties This option provides the facility to record Item-specific data without affecting other records. For example: An Electric Toaster can be identified as being 230volts. Obviously you don t want a field called Voltage to appear against every Inventory Item. Therefore the Properties option allows you to define a field name (example: Voltage) and add that field to specific Items. The Item Maintenance screen then allows you enter Item specific data in this field. 15. Documents

41 Inventory 41 Option is provided to record one, or more, document references against each item. The reference points to the document(s) in your computer network. You have the facility to copy the document to Jobs or Sales Orders. 16. Images Option is provided to attach one, or more, images to each item. The Images can be copied to Jobs or Sales Orders. 6.3 Custom Products Custom Products enable you to quickly specify a Bill of Material to a Customer s specific requirement. This configuration will: Create a Bill Of Material Create a Routing Determine the Cost to Make Arrive at a Sell Price to the Customer Ostendo has two levels of Custom Product configuration Manual: A simple selection of components and quantities from a pre-defined Bill of Material Rules Based: A more complex Custom Product configurator with inbuilt conditional inclusions and exclusions, calculations, and other user-specific Rules To create a Customer configured Product you simply add the Product ID to an Order Line and Ostendo will recognise that it needs to be configured. You are then taken through the process and arrive at a Customer specific BOM with costs and a quoted Sell Price. Upon confirmation of the Quote the configured BOM will be used to raise an Assembly Order to make the product 6.4 Item Variables 1. Inventory Units of Measure Ostendo not only has multiple Units of Measure but also allows you to stock Items in multiple Units. For example: The base Unit could be Bottle but you also stock it in Box and Case. Not only can the Item be stocked in these Units but also interchange between these units in addition to having the Sell Price adjusted relative to the Unit. For example: Quantity per Base Unit Sell Price multiplier Bottle 1 1 Case Box Revision Level An Item can have the Revision Level recorded against it. Full Revision History is available with comments on the content of the revision. Stock Items are segregated by Revision level and the Level is also recorded against any Sales or Assembly Order issues. 3. Serial Number An Item can be flagged as Serial Number controlled. Ostendo will then ensure that each individual item has its own unique Serial Number. This Serial Number follows the Item through the full Stock

42 42 Ostendo Functionality Guide Control and Sales Cycle process. 4. Lot Number An Item can be Lot Controlled (it can also be Serial Controlled at the same time). This means that all stock movements must have a Batch Number linked to it. This Batch Number follows the Item through the full Stock Control and Sales Cycle and beyond 5. Expiry Date When an Item is received into Inventory it can be given an Expiration Date. Full visibility of Quantity by Expiry date is available. This Expiry Date follows the Item through the full Stock Control and Sales Cycle. 6. Grades Items in Stock can be graded. For example the Quality Grade may be Perfect, Damaged, Seconds, etc. Ostendo enables you to view and segregate Items by Grade. Facility is also available to re-grade where required. Full visibility of the stock quantity by Grade is available. 7. Colours Items in Stock can be segregated by Colour. The colours can be a pre-defined list specific to this Item and option is given to allow creation of colours not in the table. Inventory can then be viewed showing the Item s stock quantity segregated by colour 8. Sizes Items in Stock can be segregated by Size. The size can be a pre-defined list specific to this Item and option is given to allow creation of sizes not in the table. Inventory can then be viewed showing the Item s stock quantity segregated by size 9. Multiple Variable Combinations Each Item can have single stock variable such as Unit Of Measure Revision Level Serial Number Lot Number Expiry Date Grade Colour Size But may also have multiple combinations of the above. For example: Clothing Item Sock Style 12345, may have Colour, Size and Units of Measure variables. 6.5 Inventory Movements Ostendo covers the following aspects of Inventory: Allows negative stock where applicable Simple Issue and Receipt functions throughout the system Miscellaneous stock movements. Inter-Warehouse transfers Re-stock processing by Warehouse Stock Replenishment routines

43 Inventory 43 Cyclic Stock Checks View current Stock by Warehouse/Location/Item/Item Variable View Stock Movement History View Stock Valuation (Standard/Average/Last) 1. Inventory Stock Movements Formal Stock Movements are covered in the following areas Assembly Order Component Issue Assembly Order Product receipt (including Backflush of Components) Sales Order Line Issue Job Order Line Issue Purchase Order receipt Stocktake Inventory Transfers Miscellaneous Stock Movements are covered in: Stock Adjustments 2. Inventory Transfers The Inventory Transfers function covers the Batch transfer of stock from one location to another. Each line allows you to specify both the From and To Warehouse/Location with a quantity being transferred 3. Inventory Restock The Inventory Restock function covers the replenishment of stock relative to an Item s Re-Order Level and Replenishment qty at specific Warehouses (or Van Stock). This creates a Transfer List of affected Items so that stock can be replenished from a central Warehouse. 4. Backflushing. Backflushing of Assembly Orders can be defined at two levels: All Assembly Orders Assembly Orders for specific Items 5. Stock Checks You may generate your own stock count from the following parameters:- From/To Warehouse From/To Location From/To Category From/To Item Cycle Count Code ABC Class Multiple Cycle counts can be open at any time 6. Inventory Visibility Stock Movement History A Complete Stock Movement History is available. This can be viewed as required by the user (Date Sequence, Colour Sequence, Lot Number sequence, etc) in addition to filtering data on any field

44 44 Ostendo Functionality Guide Current Stock Current Stock by Item showing Warehouse/Location/Qty is available at both Item Level and sub Item Level (Serial Number, Batch Number, Revision Level, etc) Supply and Demand Orders All current Supply Order (Assembly Orders and Purchase Orders) along with Demand Order (Sales Orders, Job Orders, Assembly Component requirements) are displayed in date sequence Projected Stock The Projected Stock balance - taking into account all the above Supply and Demand orders - can be dynamically generated in user-defined time slots. Stock Value Current Stock can be valued at Standard Cost, Average Cost, Actual Cost. The valuation can be at System, Warehouse, or Location level 6.6 Inventory Availability The Order Availability function in Ostendo assesses current stock levels to see which orders can be satisfied in part or in full. Additional option is given when receiving Purchased goods to carry out this assessment taking into account the current receipt. This is a batch routine whose run parameters look at what defines the Order priorities (6 options) and which Orders to include The process takes into account how orders are to be fulfilled. Three options are available: Partial Fulfilments: For each stock Item progressively allocate where there is a demand until all demands are satisfied or available stock has been consumed. Full Order Fulfilment : All lines in the Order are checked to see if any line in the order cannot be fully satisfied. If so then no lines in the Order will be allocated stock Order Full Delivery Flag - This is combination of the previous two in that if the Order is flagged as Full Delivery and any line cannot be fully satisfied then none of the lines in that Order will be included. Orders not flagged as Full Delivery will be treated as Partial Fulfilments A results screen is presented which provides information about the Order Allocation run. This contains the following: The results of the Allocations in the same priority sequence that the process was carried out. Each line in this screen represents an individual Order. For a selected line you can drill down to look at the content of the Order. A third screen is available in which you can view Shortages. This screen shows all Items where there is insufficient stock to satisfy the Order Allocation demands. 6.7 Inventory Replenishment Ostendo replenishes Inventory relative to the Item s Supply Method. I.e. 1. On Demand This covers Items whose Supply Method is Source On Demand. For these Items a Suggested Supply Order (Assembly or Purchase) is automatically created immediately a demand is made on the Item. The quantity suggested equates to that required by the Demand.

45 Inventory Stock Replenishment This covers Items whose Supply Method is Supply from Stock - Demand for these Items is satisfied from Inventory. Therefore a Replenishment Routine is available to ensure that sufficient stock is available. The following process is used Item Forecast A Forecast can optionally be held by Item and allows the user to create a 12-month Forecast. The forecast contains individual monthly forecasts where each month can selectively contain forecasts based on A Daily Demand for a 5-Day Week A Daily Demand for a 6-Day Week A Daily Demand for a 7-Day Week A single Monthly Demand Actual Demand The Replenishment Routine extracts all demands from the following sources Sales Orders Assembly Orders Jobs Actual Demand -v- Forecast Demand The Forecast demand and the Actual Demand are compared such an ongoing demand is generated from the greater of the Cumulative Forecast and the Cumulative Actual Demand. For Example: Forecast Actual Cumulative Demand Horizon The above demand analysis is carried out up to a Replenishment Horizon. This can be either A fixed number of Days for all Items An Item s Leadtime + A defined number of days Item Replenishment levels Each Item record has the following data that is used during the Replenishment Run: ReOrder Level The Level at which a Replenishment Order should be received ReOrder Quantity The normal quantity of a Replenishment Order Order Multiple The Order multiple if the Supply is only in that pack size Replenishment Process The Replenishment program goes through the following Logic: 1. Add any overdue Supply Orders to the Current Stock Level 2. Is the expected Stock Level below the Item s Re-Order Level? No - Go to question 4 Yes - Determine the greater of (a) the quantity required to bring it up to the Re-Order Level and (b) the Re-Order Quantity. Round this up in accordance with the Item s Order Multiple and create a Suggested Order 3. Add the Suggested Order Quantity to the Current Stock Level 4. Go to the next day 5. Add any Supply Orders (Assembly Orders or Purchase orders) scheduled for this day 6. Deduct any Cumulative Demand scheduled for this day.

46 46 Ostendo Functionality Guide 7. Go back to the question 2 Replenishment Results The results of the Replenishment run are displayed showing all Items that have had Suggested Orders created. You can drill-down on each Item to see the detailed results of the run. This shows (by Day) all Demands, Supply Orders, and Suggested Orders with a resulting stock balance at the end of the day. The quantity displayed against the Suggested Order can be amended in this display. The results of the amendment is immediately reflected on all subsequent daily balances 6.8 Item Unit Change You may wish to split or combine Items that have multiple units of measure. A simple routine allows you to achieve this yet still retaining the overall stock level 6.9 Item Number Change You may have instances where you require to globally replace an Item Number. This may be because: The current Item Number was entered incorrectly Your Supplier has changed the Item Number The Item is changed in selected Bills of Material etc The replacing Item must first be created in the Item Master screen. In this process a screen is presented where you enter the Replaced Item Number and the Replacing Item Number. You can then select where you wish the replacement to take place. The options are: Bills Of Material Kitsets Templates Task Bills Lists Upon accepting your selection all occurrences of the Replaced Item is displayed within the above options and you can make further selections to specifically identify where the replacement is to be made. Upon confirmation the selected replacements are immediately updated.

47 Non-Inventory 47 7 Non-Inventory Non-Inventory Items in Ostendo are called Descriptors. This does not mean that a Descriptor must be a product. It can also be anything that you wish to add to a Sales Order, Assembly Order or a Job. For example: Description of a Service Miscellaneous Charges Subcontractor Charge Travel Expenses Equipment Hire Charge Standard Daily Charge Etc. 7.1 Descriptors A Descriptor can represent anything that you wish to Invoice that is not an Inventoried Item. Examples of Descriptors are: Non-Stock Items Travel Accommodation One-off charges etc The following can be linked to the Descriptor 1. Warranty Warranty Codes and their conditions can be maintained in Ostendo. The relevant Warranty Code(s) can be selected and applied to a Descriptor where applicable. The Warranty code and associated Warranty Document is applied during Sales and can be printed during the Despatch/Invoicing function. At that time a Warranty tracking record is produced for this Descriptor/Sales Order/Customer. 2. Sourced By The 'Sourced By' field defines from where the Descriptor is normally procured. The options are Purchasing or Internal. This enables the Replenishment routine to segregate suggestions for its procurement. 3. Supplier A Supplier can be linked to a Descriptor (Used, for example, Sub Contract activities). Whenever this Descriptor is required it immediately appears against the Supplier as a requirement. From there it can easily be converted into a Purchase Order. 4. Properties This option provides the facility to record Descriptor-specific data without affecting other records. For example: A non-stocked Tool can have a Manufacturers Code held against it. Obviously you don t a field called Manufacturer to appear against every Descriptor. Therefore the Properties option allows you to define a field name (example: Manufacturer) and add that field to specific Descriptors. The Descriptor Maintenance screen then allows you enter Descriptor specific data in this field.

48 48 Ostendo Functionality Guide 5. Documents Option is provided to record one, or more, document references against each Descriptor. The reference points to the document(s) in your computer network. You have the facility to copy the document to Jobs or Sales Orders 6. Images Option is provided to attach one, or more, images to each Descriptor. The Images can be copied to Jobs or Sales Orders 7.2 Descriptor Change You may have instances where you require to globally replace a Descriptor. This may be because: The current Descriptor was entered incorrectly The Descriptor has changed in selected Bills of Material etc The replacing Descriptor must first be created in the Descriptor Master screen. In this process a screen is presented where you enter the Replaced Descriptor and the Replacing Descriptor. You can then select where you wish the replacement to take place. The options are: Bills Of Material Kitsets Templates Task Bills Lists Upon accepting your selection all occurrences of the Replaced Descriptor is displayed within the above options and you can make further selections to specifically identify where the replacement is to be made. Upon confirmation the selected replacements are immediately updated.

49 Assembly Orders 49 8 Assembly Orders An Assembly Order covers the manufacture of a Product from components. Upon completion the Product is moved into Stock. The Assembly Orders can be defined to run with a level of complexity required by the User. For example: Bill of Material Routing Resources Assemble On the fly Use Bills of Material Y Use Routing Only Y BOM & Routing Y Y Routing with Resources Y Y BOM & Routing & Resources Y Y Y You can specify in Assembly Rules whether you are going to use Routings and/or Resources. The settings define what will be displayed on the BOM screens. 8.1 Preparation The following can be set up to support the Assembly Order process Assembly Rules: This allows the Systems Administrator to nominate rules that will apply to Assembly Orders. Some of the options are: Steps Used - Order will Include Routing Setup Used - Order will segregate Setup and Process Order Numbering - Automatic or Manual Order Prefix - A 5-character prefix to the Order Number (Example WO-, ORD, etc) Planned Inventory Costing Method - (Last, Standard, Average, Buy Price) Planned Descriptor Costing Method - (Last, Standard, Buy Price) Planned Labour Costing Method - (Last, Standard) Timesheet and/or Issues and/or Receipt Approvals required User-Maintained Tables: The following tables are set up in preparation for creating Assembly Orders. Labour Codes: Planned Labour code for use on the Assembly Order Tracking Codes: User-defined Codes that facilitates Assembly Order tracking 8.2 Bills Of Material A Bill Of Material is a pre-defined list of material(s) that, when assembled, make the required Parent Item. This is used as the basis for creating an Assembly Order. Parent Item: The Parent Item must exist as an Inventory Item in Ostendo. Against this Parent the following is entered Leadtime: A nominal Leadtime (in Days) to make this product. This is used for simple scheduling purposes Batch Quantity: The nominal Batch Size for the Parent Assembly. All Component Quantities in the Bill Of Material will be related to this Batch Size Run Duration: A time to make a nominated quantity. This enables the program to make a more accurate calculation of the Assembly Order duration. Setup Duration: A time to set up equipment to commence the Order. This, combined with Run Duration, enables the program to make a reasonably accurate calculation of the total Assembly Order duration.

50 50 Ostendo Functionality Guide Roll-Up Qty: The quantity entered here will be used to spread the cost of Setup to determine the Unit Cost of making the Parent Item Phantom Flag: When this Bill of Material is used in another Bill Of Material (I.e. As a Sub-Assembly) then the Assembly Order creation program will Blow Through this Sub-Assembly and use it s components in the Grandparents Assembly Order Co-Products: When making the above Parent Item you can define that you also make other products. These are known as Co-Products. You can define the following against a Bill Of Material Code: The selected Inventory Item Quantity: The Quantity you will make for each Parent Item Cost%: The percentage of the Assembly Order cost that will be apportioned to this Co-Product Line when it is received into stock. By-Products: When making the above Parent Item you may also make other products. To take account of what you MAY make Ostendo refers to these as By-Products. You can define the following against a Bill Of Material Code: The selected Inventory Item Quantity: The Quantity you will make for each Parent Item Cost%: The percentage of the Assembly Order cost that will be apportioned to this By-Product Line when it is received into stock. Component Lines: The above Parent Item can contain many components. Each Component has the following information Component Type: This can be an Inventory Item, Descriptor or Labour Code Code: The selected Inventory Item, Descriptor or Labour Code Unit: The Unit of Measure for the selection. Scrap%: The nominal percentage scrap that is incurred when using this Component. This is taken into account when creating the Assembly Order. Run or Setup: Used to define if the Component is used during Setup (and therefore the quantity entered is the quantity required in the Assembly Order), or during Run (where the quantity entered multiplied by the Assembly Order quantity is that required to complete the Assembly Order) Step: This enables the component to be linked to a Routing Step 8.3 Routing Steps Steps are the Process steps necessary to convert the BOM Components into the Parent Assembly. A combined sequence of Steps is commonly referred to as a Routing. Each Step contains. Sequence: A user entered sequence Number that identifies the Step Description: Brief Description of the Step Instructions: Extended instructions that describe the activities to be carried out. Having created the Step(s) you can then annotate which Component is used in which Step. By default the program will assume that the Component is required at the commencement of the Assembly Order unless it is linked to a Step. Templates Routing Templates are pre-defined collections of Routing Steps that can be selected and added to Bills Of Material and Assembly Order. It is possible to add multiple Templates to a BOM or Assembly Order. It is also possible to create an Assembly Order for an Item that does not have a BOM but does have a Route. This can cover (for example) an Order that is issuing an Item to a cleaning process

51 Assembly Orders 51 before returning to Inventory. Resources Multiple Resources can be appended to each Step. These Resources are then used in the Scheduling Calendar to plan an overall requirements schedule for the Resource. A Resource can be: Employee: A specific Employee Asset: A Company asset held in the Asset Table (I.e. Machine, Equipment, etc) 8.4 Standard Cost Roll-Up The Standard Cost of an Item can either be manually entered against the Item record or can be determined from the multi-level Bill Of Material structure as follows. In describing the process let us assume the following product structure will be used Assembly A Item B (1 Off) Sub Assembly C (2 Off) Item D (2 Off) Descriptor E (1 Off) 1. This Level and Rolled-Up explained The term This Level describes the cost incurred when:- Purchasing the Item if it is Sourced By Purchase Assembling the Item if it is Sourced By Assembly The term Rolled Up describes the costs that relate to the Components Costs used in an Assembled Part. Note: A Purchased Item does not have any components, therefore Rolled-up is not applicable The use of This-Level and Rolled Up is best demonstrated by the following example:- 2. Cost of C : In the above product structure products D and E could have the following costs:- Sub Assembly C Item D (2 Off) Descriptor E (1 Off) Item D TL - Item TL - Descript TL -Labour RU - Item RU - Descript RU - Labour Descr E TL - Item TL - Descript TL -Labour RU - Item RU - Descript RU - Labour

52 52 Ostendo Functionality Guide Item C TL - Item TL - Descript TL -Labour RU - Item RU - Descript RU - Labour Item D has an Item Cost of $20. This is the This-Level Cost of D Descriptor E has a Descriptor Cost of $15. This is the This-Level Cost of E There are 2 off D and 1 off E used in Item C therefore the Rolled-Up cost of C is (2 * 20) = $40 Item Cost + (1 * 15) = $15 Descriptor Cost Item C has a Labour Cost of $60 to assemble the components. Therefore the total cost to make 1 off C is:- $60 of Labour at This Level $40 of Item Rolled Up and $15 of Descriptor Rolled Up 3. Cost of A : Applying this same logic to Item A then, in the above product structure Assembly A Item B (1 Off) Sub Assembly C (2 Off) Item B TL - Item TL - Descript TL -Labour RU - Item RU - Descript RU - Labour Item C TL - Item TL - Descript TL -Labour RU - Item RU - Descript RU - Labour Item A TL - Item TL - Descript TL -Labour RU - Item RU - Descript RU - Labour Item B has a Material Cost of $12. This is the This-Level Cost of B Item C has a Labour Cost of $60 at This-Level and an Item Cost of $40 Rolled-Up and a Descriptor Cost of $15 Rolled-Up There are 2 off C and 1 off B used in Item A therefore the Rolled-Up cost of A is (2 * 60) = $120 Labour from Part C (2 * 20) = $80 Item from Part C (2 * 15) = $30 Descriptor from Part C 1 * 12 = $12 Item from Part B If Item A has a Labour Cost of $30 to assemble the components then the total cost to make 1

53 Assembly Orders 53 off A is:- $30 of Labour at This Level $92 of Item at Rolled Up $30 of Descriptor Rolled Up $120 of Labour at Rolled Up 4. Considerations: The following should be noted: The source of the cost for Items, Descriptors, and Labour is defined in the Assembly Rules described in Section 3. The Scrap Percentage held against a BOM line will be taken into account The costs for BOM Lines defined as being used in Setup will have their evaluated cost divided by the Qty used for Cost Roll-up value held against the Parent Item. 5. Cost Roll-Up Batch Process The following steps are carried out during Cost Roll-Up Determine each Item s Low Level Code (I.e. The Lowest Level in a multi-level BOM structure that each Item exists) Commencing with the bottom of the Low Level Code Structure determine the This Level and Rolled Up Costs for each Item as described above Display the evaluated Cost of each Item Select All or specific Items that are to have their Standard Cost updated. Update the Standard Cost and update each affected Item s Cost History 8.5 Raising an Order Assembly Orders can originate from the following sources 1. On the Fly An order can be raised for any Inventoried Item by directly going into the Assembly Order screen and creating the Order. You can also create an Assembly Order for Items that are normally Purchased. 2. Source On Demand Any Item flagged as being identified as an Assembly and whose supply method is Source on Demand will automatically have an Order Request created. A separate screen allows the user to view all Order Requests (and Planned Orders) and optionally combine those requests into a single Assembly Order for the same Item. 3. Planned Order A Planned Order is a Suggested Order generated via the Replenishment Run. A separate screen allows the user to view all Suggested Orders (and also Source on Demand Requests) and optionally combine those requests into a single Assembly Order for the same Item. 4. Custom Product Custom Products are Inventory Items that have their Bill Of Material configured using the Custom Products function. Each configuration is unique.

54 54 Ostendo Functionality Guide 8.6 Assembly Order Issues Assembly Order Lines can be issued in one of three ways Direct Entry: The Actual usage can be entered directly into the Assembly Order Line Independent Entry: An On Screen Pick list can be produced which contains the required Items and Descriptors. This can cover: A Range of Assembly Orders A Specific Order A Step within a Specific order Components: A separate Report showing Items to be picked can be produced. This report has facility to enter Item variables such as Batch Number, Serial Number, etc. Descriptors: A separate Report showing required Descriptors can be produced. Labour: Actual Labour is entered against the Employee that carried out the work. Entry can be by either Employee showing all available Assembly Orders, or by Assembly Order showing all available Employees Times can be entered in one of two formats Hours/Decimal Hours worked Start Time and End Time (from which the elapsed time is calculated) Backflushed: The 'Planned' usage quantity of each component line will automatically be issued upon receipt of the Assembly Product 8.7 Assembly Order Receipts A simple screen allows you to select the Assembly Order Number, which will display the Parent Item and any Co-Products along with the default Warehouse, Location and outstanding quantity. These can be amended as required. If the Item(s) have variants (Serial Number, Batch Number, Grade, etc) then these must be entered before the receipt is allowed. Receipt Cost: The Cost of the Receipt is in accordance with the Inventory Costing Method and taking into account any Co-Product percentages. At the same time the Actual Cost of the Receipt updates the Last Cost field held against the Item record 8.8 Order Progress Monitoring A simple inquiry screen enables you to display each Assembly Order along with details of which Department the order has progressed to and the Tracking Status of the Order within that Department 8.9 Order Closure Once the Assembly Order status is changed to Closed any remaining Work In Progress costs are posted to a Variance Account. Subsequent bookings are allowed against this order but the cost will by-pass the WIP Control Account and post directly to the WIP Variance.

55 Assembly Orders Assembly Order Flow 1. Steps All Assembly Orders are segregated into one or more Steps. Step Names are user-defined and enable analysis to be made by Step. Examples of Step Names are: Assembly Machine Inspect 2. Routing Template A Routing Template is a series of Steps to perform the complete Assembly Job process. For example: Step 10 - Machine Step 20 - Assembly Step 30 - Heat Treatment Step 40 - Inspection Each Step in a Routing Template comprises of creating Operational sequence numbers and attaching a Step Name (i.e. from the list created in 1 above) and additional information regarding requirements for Resources (Labour Type or Company Assets). Note: A Step Name can be used more than once in the Template s process Sequence A Sequence Number can be used more than once to denote a parallel process When used in a Assembly Order the Sequence represents the logical order in which to make the product. 3. Bill Of Material A Bill Of Material defines what is required to make the Assembly and what processes it goes

56 56 Ostendo Functionality Guide through to achieve it. A BOM therefore can consist of all components and other equipment needed to make the assembly and all the steps and resources required to assemble it. When creating a BOM the following should be noted: You may use a Routing Template to generate the BOM s Steps and Resources You can add Items, Descriptors, and Labour Lines directly into the BOM You can add Resource requirements (Labour or Asset) directly into the BOM The BOM itself is very flexible in that: You may ignore Routing Steps and the program will use a single default step. Adding Resources to a BOM is optional Adding Components (Items, Descriptors, Labour Codes) is optional You should also note that it is not mandatory to have a BOM when creating an Assembly Order 4. Assembly Order creation When creating an Assembly Order the following options are available: Create an Assembly Order using a pre-defined BOM Create an Assembly Order for an Item that doesn t have a BOM Create an Assembly Order by copying a previous Assembly Order Copy an Assembly Order but give it a new Parent Item Number 5. Assembly Order Maintenance Once an Assembly Order has been created its details can be added, changed or deleted as required. These details include: Adding, amending or deleting individual Sequence Steps Adjusting the Sequence Step s inter-relationship Adding, amending or deleting Items, Descriptors, Labour Codes to Sequence Steps Fast addition of Items and Descriptors to Sequence Steps from an Inventory List. Adding, amending or deleting Labour and Asset Resources to Steps

57 Sales Orders 57 9 Sales Orders Sales Orders cover Customer Orders that (a) deliver Products and is commonly used in a Sales and Distribution environment, (b) provides a Sales Function within a Manufacturing environment, and (c) facilitate the raising of Invoices for non-product related activities such as Consulting. 9.1 Preparation The following can be set up to support the Sales Ordering process Auto Numbering: The Systems Administrator can nominate a number from which the program auto generates an incremental number for Sales Order identity Sales Types: This allows the creation of multiple Order Types. Each Order Type contains:- Opening Status: The Order Status allocated to the Order when it is created Numbering: Defines if it uses Auto Numbering or the Number is manually entered Prefix: A 5-character prefix to the Order Number (For Example SO-, ORD, etc) Style: Order is a Delivery Order or a Counter Order Sales Rules: This allows the Systems Administrator to nominate rules that will apply to Sales Orders. Some of the options are: Show Message Add-On Sales apply Show Message Insufficient Stock Whether to manually or auto-close Sales Orders Default Expiry Days for Quotations Default Sales Order Type (Counter or Delivery) Default Sales Tax Group: Ostendo facilitates variable Tax Recovery by Sales order Line. This is achieved by having Customer Tax Groups and Item Tax Groups; the combination of which applies to a Tax Recovery Code. The Default Sales Tax Group allows the User to nominate a system-wide Tax Group that is automatically added to a Customer record when the Customer record is being created. Of course it can be amended at Customer record level. Invoice Name: Many countries have a specific name that must appear on all Invoices (Example, Tax Invoice, Invoice, etc). The entry made here will appear as the main title to the printed Invoice. Credit Name: As with the above Invoice Name many countries have a specific name that must appear on all Credits (Example, Credit Note, Credit, etc). The entry made here will appear as the main title to the printed Credit Note. User-Maintained Tables: The following tables are set up in preparation for creating Customer records. The included records can be created on the fly when adding a Customer record. Customer Types: Segregates Customers into logical groups (e.g. Trade, Retail) Sales Regions: For Sales Analysis purposes Customer Codes: For Users who wish to cross-reference to a Customer Code Shipping Methods: Identity, Taxable?, default amount, and if it includes Tax Sales Person: (Linked to Employee Table) Lead Source: For Sales Analysis purposes Tax Group: To facilitate Customer/Item Tax code evaluation Terms: Days from (Invoice, EOM, End of Next Month) plus Early Payment Discount Price Level: (Used in Sell Price calculations) Rate Level: (Used in Labour Charge Rate calculations) Invoicing Group: For group selection when creating Batches of Invoices Statement Cycle Code: Enables Statements to be printed relative to their cycle

58 58 Ostendo Functionality Guide 9.2 Customers 1. Customer Information When a Customer record is created it is prefilled with the defaults identified in 'Preparation'. These fields can be amended if required The following information is held against the Customer record Customer Name / Printout Name Postal Address / Physical Address Additional Addresses Contact Detail (Phone, Fax, , Web, Mobile) Primary Contact/Additional Contacts Billing Customer Customer Currency Credit Settings On Stop Check (with message) Credit Limit Applies? With Limit Amount Aging Days with override General Warning Message Status (Active / Inactive) Customer Types Sales Regions Customer Codes Shipping Methods Sales Person (Linked to Employee Table) Lead Source Tax Group Terms Price Level (related to Sell Price calculations) Rate Level (related to Labour Charge Rate calculations) Customer specific Discount Invoicing Group Statement Cycle Code Requires Statement? Flag Customer Properties Customer Documents Customer Images 2. Customer Inquiries and Reports Current Balances Outstanding Invoices Open Orders Unapplied Payments Customer Aging User-defined Aging periods Aging based on Invoice Date or Due Date Run Aging at specified Date All Customers linked to Billing Customer? Include Detailed Transactions? Customer Statistics Last Order, Invoice and Payment activity date Current Balances MTD and YTD activity Outstanding Invoices with drill-downs

59 Sales Orders 59 Invoicing History with drill-down Payment and Deposit History with drill-down Open Orders with drill-down Sales by Product Customer History 9.3 Sales Quotes A Sales Quote can be generated by: Creating it from scratch Copying an existing Sales Quote or Sales Order Copying a previously Lost Quote Sales Quote Lines can be added by: Selecting Stock Items Configuring a Custom Product Selecting Descriptors Selecting complete Kitsets Selecting an Item from a Supplier Catalogue Making selections from a pre-defined List Sales Quotes can be monitored relative to their expiration date. They can be converted into a Sales order or flagged as Lost along with a user-define Lost Business Code. Full analysis of Quote history is available 9.4 Sales Orders A Sales Order includes the following process flow: Order Picking Despatching Invoicing The following flow options are available: Order Style Order Picking Despatch Invoice Delivery x x x x Counter x x - x One Step x x - x One Step with Backorder x x - x Direct x 1. Sales Order Creation and Maintenance A Sales Order can be created by: Creating it from scratch Copying an existing Sales Order Confirming a Sales Quotation Sales Order Lines can be added by: Selecting Stock Items Configuring a Custom Product Selecting Descriptors

60 60 Ostendo Functionality Guide Selecting complete Kitsets Selecting an Item from a Supplier Catalogue Making selections from a pre-defined List Order Header The Order Header Screen holds information covering the following areas: Order Lines Order Number / Date / Status Order Tracking Code (user-defined within Status) Customer and Contact Details Customer s Purchase Order / Delivery Address / Billing Address Sales Person / Sales Order Properties Credit Terms / Tax Group / Order Discount Charge Freight? (Amount, Taxed?, Tax Code) Order Amount (Nett Amount, Freight Amount, Tax Amount, Total Amount) Invoiced Amounts (Nett Amount, Freight Amount, Tax Amount, Total Amount) Additional Notes for Order Acknowledgement and Invoice Order Line can originate from one of six sources: Items Custom Products Descriptors Catalogues Kitsets Lists In each case the entry/maintenance screen displays different options Items A panel is presented that facilitates fast selection and addition of single Items or multiple Items to the Sales Order. Each selected line has the following information immediately available (depending upon the Item s settings) Unit of Measure (with option to amend if Item has multiple stock Units of Measure) Unit Price (calculated from pricing matrix) Line s Required Date and Tax Code Stock Availability Inquiry Line Source: from where the line is being sourced From Stock Source on Demand: Purchase (with PO Number once ordered) Source on Demand: Assembly (with Assembly Order Number once ordered) Line Properties Planned Variants: Variant(s) required. For example Colour: Blue - 10 required Green - 12 required Grade: Smooth Line Pick Detail: Including Variations. For Example Colour: Blue Lot 1234 Light Green Lot 1237 Dark Green Lot 2775 Grade: Smooth Warranty Information that applies to this product will effective dates

61 Sales Orders 61 Add-On Sales List for promoting linked products Custom Product A Custom Product is an Item that has had a Custom Script designed against it. This script will be presented here in the form of a series of questions requiring answers. Upon entry of all the answers the Custom Product generator will configure a Product. This Custom Product will then be processed through the Assembly Job process to facilitate its manufacture. Descriptors A panel is presented that facilitates fast selection and addition of Descriptors. The selected Descriptor will be copied to the Sales Line where the following additional information is available Unit Price (calculated from pricing matrix) Line s Required Date and Tax Code Line Source - from where the line is being sourced Purchase (with PO Number once ordered) Internal Line Properties Line Pick Details: Showing what has been issued to the Order Warranty Information that applies to this Descriptor will effective dates Catalogue Items A panel is presented that displays all Supplier Catalogues. Upon selecting a Catalogue all the included products are displayed. A screen is presented that facilitates fast selection and addition of single Product or Products to the Sales Order. Each selected line has the following information immediately available Unit Price (calculated from pricing matrix) Line s Required Date and Tax Code Line s Supplier PO Number once ordered Line Properties Line Pick Details Warranty Information that applies to this product will effective dates Kitsets A panel is presented that facilitates fast selection and addition of Kitsets. The selected Kitset will be copied to the Sales Line where the following additional information is available Unit Price (calculated from Pricing method held against the Kitset. I.e. Rolled-Up Price of Kitset Contents Rolled-Up Cost of Kitset Contents * Markup % Line s Required Date and Tax Code Line Properties Line Pick Details - Showing what has been issued to the Order Kit Contents - Showing all lines with Qty Required and Qty Issued Warranty Information that applies to this Kitset will effective dates Lists A panel is presented that displays all pre-defined Lists. Upon selecting a List a further panel will appear showing all lines in the List (Items, Descriptors, Labour). The relevant Lines can be selected and copied - in bulk - to the Sales Order. Each selected line will become a Sales Order Line in its own right.

62 62 Ostendo Functionality Guide 9.5 Rental Orders Rentals in Ostendo cover two basic areas The Order and Billing function The Equipment Availability and Tracking function The Billing function uses Descriptors to define the charge rate. This Charge Rate can be a base charge or a variable charge related to the Customer s Price level. Linked to this Descriptor is the Item (Equipment) to be rented. When generating a Rental Order the Descriptor is added along with a Start and Stop date entered. This allows Ostendo to identify the linked duration and quantity when the Item is being used under this order. Armed with this information Ostendo provides a view showing - on a daily basis - the Item s total availability based upon issue and return dates 9.6 Order Picking All Order lines must be Picked. For Order Style Counter the following process is used. For Order Style Delivery the Picking is carried out during the Delivery process For Stock Items this picking requires entry of a quantity and a Warehouse/Location. This is defaulted to that held against the Item but can be amended. If the Item has variants (Serial Number, Lot Number, Colour, Grade, etc) then this must also be selected from a list of current stocked variants. For non-stock Items (Descriptors, Kitsets, Catalogue Items) it is simply a Date and quantity The picking process involves going into the Counter Sales Order Line and simply entering the picked quantity. 9.7 Order Deliveries A Delivery can be made by a single Customer Order or a collection of Orders from the same Customer. The Delivery Header has facility to record: Shipping Method and Shipping Reference Whether Freight is charged and - if so - how much The Planned, Picked, and calculated Weight and Volume of the shipment Number of Shipping Pieces Shipping Label print Delivery confirmation and date Each Delivery Line is generated from the selected Customer Order(s) and shows: Line Type Description Required Quantity Picked Quantity Status Picking is now carried out against the Delivery Line noting: For Stock Items this picking requires entry of a quantity and a Warehouse/Location. This is defaulted to that held against the Item but can be amended. If the Item has variants (Serial Number, Lot Number, Colour, Grade, etc) then this must also be selected from a list of current stocked variants. For non-stock Items (Descriptors, Kitsets, Catalogue Items) it is simply a Date and

63 Sales Orders 63 quantity Delivery Activity Tracking Facility is provided to monitor the progress of a Delivery through the Despatch process. The tracking steps include PickList Document: Shows the status of the Pick List that covers the Deliverry Picking Process: Shows the status of the Picking process for the Delivery. Packing Process: Shows the status of the Packing process for the Delivery.. Shipping Labels: Shows the status of the Labels Print for the Delivery. Delivery Document: Shows the status of the Delivery Document covering the Delivery. Shipping: Shows the Shipping status that covers the Delivery. 9.8 Invoicing Invoices can be generated from five sources: Invoices from Counter Sales Order - Once an Order has been picked the picked lines are ready for Invoicing via the Batch Invoicing routine Invoices from Delivery Sales Order - Once an Order has been delivered the delivered lines are ready for Invoicing via the Batch Invoicing routine Invoices from Actual activity in Job Orders - Actual Bookings and Issues made against Job Orders are ready for Invoicing via the Batch Invoicing routine Invoices from Invoicing Schedule - A schedule of Invoices can be defined. This can cover - for example - a Service Schedule. Two styles are available. (a) An open-ended schedule on a regular frequency, or (b) a fixed schedule with pre-defined Invoices. The Invoice generation is carried out via the Batch Invoicing routine Instant Invoices - You can create an Invoice On the fly via the Batch Invoicing routine Batch Invoicing A single panel is available where you can select and collate Invoices from the above categories. Depending upon the preference held against a Customer record you would print a single Invoice covering all the extracted records or print an Invoice for each Sales Order 9.9 Credits and Refunds There are two types of Credit in Ostendo Credit including return of supplied Goods Financial Credit only You can create Credits in the following ways: Credit a Sales Order Invoice (from Counter Style Sales Order) with Item return Credit a Sales Order Invoice (from Delivery Style Sales Order) with Item return Credit a Job Order Invoice (Scheduled Invoice Style Job Order) with Item return Credit a Job Order Invoice (Actual Qty Style Job Order) with Item return Credit a Direct Invoice including Item return Fully Credit an Invoice (Financial Credit only) Fully Credit a System Generated Invoice (Financial Credit only) Fully Credit a Job Invoice (Financial Credit only) Create a full or partial Credit and subsequently apply to an Invoice

64 64 Ostendo Functionality Guide 9.10 Sales Order Flow 1. Sales Order Types Sales Order Types must be set up before a Sales Order can be raised. A Sales Order Type can have one of two Order Styles. I.e. Counter - contains Picking and Invoicing steps Despatch - contains Picking, Despatching and Invoicing steps A further style of Invoice Only does not require a Sales Order and is not covered here. 2. Kitset A Kitset is a group of Inventory Items and Descriptors that are grouped together and sold as a single Kit. A Kitset header is a specific type of Descriptor and can contain its own sell pricing structure. To create a Kitset it must first be created as a Descriptor (under the Inventory Menu) and identified as being a Kitset. The Kitset itself is referenced under the Sales menu where both Inventory Items and Descriptors can be added as Kitset component lines. The Sell Price of the Kitset is defined against the Kitset Header record and can be evaluated from: The Kitset parent s Descriptor sell price matrix Rolled up from the sell prices of the Kitset lines Rolled up from the cost of the Kitset lines with a markup percentage The Kitset is called up and added to a Sales Order line as a single line entry. However, the Kitset lines are also visible against the Sales Order Line through an additional drill-down tab

65 Sales Orders Lists User-defined Lists are created and maintained under the Inventory Menu. An individual List comprises of Items and Descriptors with nominal quantities. Within a Sales Order a List can be called and its content displayed. The user checks which Items or Descriptors (and their quantities) are required form the List. Each selected line is copied to the Sales Order as their own Sales Order individual lines. 4. Sales Orders When creating a Sales Order the following options are available: Create a Sales Order or a Quotation Create a Sales Order/Quote using a selected Sales Order Type Create a Sales Order/Quote by copying an existing Order 5. Sales Order Lines Once a Sales Order has been created its line details can be added, changed or deleted as required. These details include: Adding, amending or deleting Items Adding, amending or deleting Descriptors Adding, amending or deleting Kitsets Adding, amending or deleting Supplier Catalogue Items Adding Items and/or Descriptors selected from a List 6. Custom Products If an Item has been identified as a Custom Product (in the Item Master record) then, upon adding the Item to a Sales Order line, a separate screen will be presented for entry of details required to configure the Custom Product. Custom products are maintained under the Assembly Menu.

66 66 Ostendo Functionality Guide 10 Job Orders Scope Job Orders primarily covers larger Project type activities such as:- Boat Building, Construction, Jobbing. These activities generally contain the following elements: Multiple Task Related activities Resource (Labour, Heavy Plant, Machines, etc) Scheduling Visual Planning Board Ongoing Cost Accounting with full Job/Project Cost visibility Cost and Timeline projections Billing schedules and Retentions Multiple Jobs linked to single Project Additionally, Job Orders can also be used for Service oriented activities such as Air Conditioning Maintenance, Repairs, Consultancy, etc. These activities lean towards providing a Service rather than carrying out a Project. They require the same procedures as the Project Type activity albeit not to the same depth. Overview You can (optionally) start with a Project. A Project combines a group of Job Orders into a single, high level, contract that has it s own Income, Costs, and Gross Profit analysis in addition to projected completion Cost and Timeline for the whole Project. A Job Order itself can comprise of multiple Tasks. Against the Job are recorded: Customer information, Billing Schedule if required, Job Order Value, Invoiced Value, Planned and actual Costs, Cost and Timeline projects including Job Profitability Each Task within a Job Order is a mini-job in its own right and contains scheduled dates, activity details, Resource requirements, material requirements, planned costs, etc. Multiple Resources can be linked to each Task and scheduled via a drag-and-drop visual Planning Board Various Billing Options are available at Job Level: No Invoice: For in-house Plant Maintenance Percentage: Can be the whole Job Value or based on a Billing Schedule Actual: Based on Actual entries Retentions can be applied to each Invoice where required. One of the main features supporting Job Orders is the single display that shows all the current Costing information along with cost and timeline projections at Task, Job and Project levels Preparation The following can be set up to support the Job Order process 1. Job Rules This allows the Systems Administrator to nominate rules that will apply to Job Orders. The options are:

67 Job Orders 67 Estimated Duration - Default duration of Resources in Tasks Use Timesheet Approvals - Must be approved before they can be posted Purchase Reference Required - Must have PO before the Job can be created Time of Day Required - If you are scheduling Resources down to HH.MM Tracking Status Required - sub-divides the main Job Status Show Message Add-On - Hides or displays the add-on sales tab Show Message Insufficient Inventory - when Required > Available Planned Inventory Costing Method - (Last, Standard, Average, Buy Price) Planned Descriptor Costing Method - (Last, Standard, Buy Price) Planned Labour Costing Method - (Last, Standard) Planned Kitset Costing Method - (Last, Standard, Buy Price, Calculated) Planned Task Bill Costing Method - (Last, Standard, Buy Price, Calculated) 2. Job Types Whenever a Job is created it is given a Job Type. This allows Ostendo to focus on what the Order applies to and how it is to be invoiced. The following are the required options when creating an Order Type: Job Style defines if the Order covers Customer Order (for Contracting, Jobbing, Consulting, etc) Customer Asset (normally for Warranty and/or Servicing) Company Asset (for Plant Maintenance or In-house work) Rental (Equipment or Service Hire by Customer) Invoice Style relates to how this Job is to be Invoiced. The options are: Fixed: Based on agreed Fixed Price. Invoice(s) can optionally be pre-defined in an Invoicing Schedule Scheduled: Based on Planned Usage. Invoice(s) can optionally be pre-defined in an Invoicing Schedule Actual: Based on Actual Usage incurred. This usage may be charged at Sell Price or Cost-Plus. No Invoice: No Invoice required (Example: Plant Maintenance) 3. User-Maintained Tables The following tables are set up in preparation for creating Job Orders. Labour Codes: Planned Labour code for use on the Assembly Order Employee: User-defined Codes that facilitates Assembly Order tracking Job Categories: Segregates Jobs for analysis - User defined categories Tracking Codes: Enables lower-level tracking to main Job Status Lists: Lists are simply a User-defined List of Items, Descriptors, and Labour Codes that can be called up in Job Details and lines from the list selected then batch transferred to the Job Line 10.2 Task Bills A Task Bill is a pre-defined list of materials, Descriptors and Labour activities. This is often referred to as a Schedule of Quantities. It is used as the basis for adding a known Task to a Job Line. The Task Bill has Header Information plus details lines that make up the Schedule of Quantities Task Bill Header: This is a description of the Task and provides information about how it will be costed. Task Bill Identity: And Description identifies the objective of the Task Sell Price evaluation: 3 options are available to determine the Sell Price when it is used in a Job Order. The options are:

68 68 Ostendo Functionality Guide Standard (Descriptor) Sell Price Calculated from Task Bill Line Prices Calculated from Task Bill Line Costs * Markup% Task Bill Lines: The above Task Bill can contain an unlimited number of lines. Each Line has the following information: Component Type: This can be an Inventory Item, Descriptor or Labour Code Code: The selected Inventory Item, Descriptor or Labour Code Unit: The Unit of Measure for the selection. Quantity: The normal quantity that is used. Of course when a Task Bill is copied to a Job Order the lines and quantities can be amended as required Templates A Template is a pre-defined Job Order Template that can contain multiple Tasks, Task Lines and Resources. A Template is - optionally - selected when creating a new Job; the copied contents can then be amended as required. Template Header: The Template Header contains an Identifier, Description and status with indications of how it can be used: When used the Template is configurable by Task When copied to a Job the Template s Task Numbers are re-numbered and appended to Task Numbers currently in the Job The Template s Task Numbers are used when added to a Job Template Tasks A series of Tasks can be defined against a Template and comprises: Task Header contains the following information Sequence Number; The Sequence Number defines the order in which the Tasks are carried out. Tasks can have the same sequence number if they are carried out in parallel. Task Name: User description of the Task (example: Lay Foundations, Survey, etc) Task Detail Source: Can be as entered or copied from Task Bill Task Duration: Estimated duration of the Task Task Details consist of Detailed Instructions relating to the Task Activity Multiple Resources required to carry out the Task. These Resources can be scheduled via the Scheduling Calendar (A visual Planning Board with drag-and-drop facilities) Template Lines: Against a Template you can identify all materials, etc that are required to in this Template. Each Line can be linked to a specific Template Task. Each Template Line has the following information Line Type can be: Item: An Item that is normally kept in Inventory Descriptor: A general use Identifier (Travel, non-stock Item, etc) Kitset Cod: A pre-defined Kit of Parts Task Bill: A Task Bill as described above Description of the selected Line Type Quantity Required Extended Notes that are specific to this Template/Task/Line

69 Job Orders Raising a Job Order Job Orders are created by first selecting the Job Type and, optionally, a Task Bill or Template. You can then add/amend detail to the created Job using the following options: Add selected Tasks using pre-defined Task Bills/Task Lines Create a Task Header and add detail Lines When adding or amending Job Task Lines the following options are available: Use List to select and copy multiple lines Use drop-down list of Items for single or multiple selection Use drop-down list of Descriptors for single or multiple selection Use Templates and append its content to the Job Use drop-down list of Supplier Catalogues for selection of their Items Use drop-down list of Kitsets and make single selection of Kit and its included Items Use drop-down list of Labour Codes and make single selection of Code Upon adding new lines the planned Price and planned Cost of the Task and Job is automatically updated. 1. Job Header The objective of Ostendo is to provide a single view of the Job with option to drill-down for more information when required. The following major areas are available on the Job screen. Order Information covering Job Number, Description, Status, Tacking Code Status Invoice Style with drill-down showing Invoice Schedule / Invoice Actual Customer and Billing Name with drill-down on Addresses and contact details Job Settings such as parent Project, Category, with drill-down on Order Properties Job Scheduling with Start/End Dates/Duration with drill-down on current Bookings Job Discount with option to apply a revised discount amount Job Values showing Ordered, Invoiced, and To Be Invoiced amounts Job Value Details drill-down showing: Planned Price, Cost and Profit Margin Current Discount amounts and percentage Actual Values - Invoiced, Pending Invoices with Costs and Gross Profit Calculated Percentage Complete and projected Completion Date Project Costs, Profit and Margin 2. Job Detail As with the Job Header the Detail screen provides a simple front end with option to drill-down for more detailed information. Each Line has the following information: Line Sequence Number used for scheduling purposes Line Type can be Item, Descriptor, Labour, Kitset, Catalogue, Task Bill Line Quantity, Price Discount Task that links this Line to the Task where it is used Unit Cost, Cost Markup, Sales Margin with option to amend any of these Line Properties, Actual Line Issues, Warranties covered by Line Kitset Cost derived from Kitset Header or Kitset content Task Bill content drill-down with option to amend Within the Job lines function you have the option to amend the Markup% against selected lines. This markup can be against individual lines or can be across all lines contained in the following

70 70 Ostendo Functionality Guide areas Job every line in the whole Job Job Task each line in selected Tasks Line Type each line belonging to selected Line Types Analysis Group each line belonging to selected Analysis Groups 3. Job Order Product receipts Job Order Receipts allows you to receive an Item from a Job Order and is focused on the Repair and Refurbishment environment. The Item to be Repaired, Refurbished or Upgraded can (optionally) be issued to the Job and additional work recorded. The Item is then returned to Inventory along with the additional costs. Also in this environment, some industries (Example: Boat refurbishment) maintain the Sell Price of the product as the Inventory Value. Therefore Ostendo provides a User-defined option to value this Item in Inventory at Cost or at its Sell Price 10.5 Job Booking Job Order Lines can be updated with their Actual values in one of two ways Direct Entry: The Actual usage can be entered directly into the Job Order Line. At the same time the booking can be designated as Chargeable, Non-Charge, Warranty, Contract. Other fields are presented relating to the Type of Line. For example: Item must have Warehouse /Location and (if applicable) variants; Labour Booking must have Employee, etc. Batch Transaction Entry: Two screens are available for entering Actuals in Batch form. Job Transactions: Transaction list can be produced which contains all the lines for the selection. This can be prefilled with the Planned quantities if required. The selection criteria covers: A Range of Job Orders A Specific Order A Single Task within a Specific order Job Timesheets: Actual Labour is entered against the Employee that carried out the work. Entry can be by either Employee showing all available Job Orders, or by Job Order showing all available Employees Times can be entered in one of two formats Hours/Decimal Hours worked Start Time and End Time (from which the elapsed time is calculated) 10.6 Job Progress Tracking Job Tracking is a comprehensive view of the current and projected status of the Job. dynamically built up from each line and is displayed at Task, Job and Project levels. This is 1. Task Progress Two views of Task progress are presented in the one screen Costs: Task Planned and Actual Costs with simple evaluation of percentage complete based on these figures plus remaining cost to complete the Task

71 Job Orders 71 Calculated Percentage complete based on each line within the Task (a more accurate completion assessment) with Projected final Task Cost. Facility is provided to temporarily override the calculated % percentage complete to re-assess the final Task Cost. Hours: Task Planned and Actual Hours with simple evaluation of percentage complete based on these figures plus remaining hours to complete the Task Calculated Percentage complete based on each line within the Task (a more accurate completion assessment) with Projected final Task Hours. Facility is provided to temporarily override the calculated % percentage complete to re-assess the final Task Hours 2. Job Values The following information about the Job is dynamically maintained in Ostendo and is presented in one screen Invoices: Planned Invoices (Price, Costs, and Margins) Invoiced to Date (Price, Costs, and Margins) Percentage of Price - based on Actual to Planned Invoices Percentage of Costs - based on Actual to Planned Invoices Values: Evaluated from each Task s planned and actual values Hours (Planned, Projected, % variance) Price (Planned, Projected, % variance) Costs (Planned, Projected, % variance) Margins - Planned and Projected Costs and Progress: Job Planned and Actual Costs with evaluation of percentage complete based on these figures plus remaining Costs to complete the Job Calculated Percentage complete based on each Task within the Job (a more accurate completion assessment) with Projected final Job Cost. Facility is provided to temporarily override the calculated % percentage complete to re-assess the final (Projected) Job Costs Time and Progress: Job Planned and Actual Hours with evaluation of percentage complete based on these figures plus remaining Time to complete the Job Calculated Percentage complete based on each Task within the Job (a more accurate completion assessment) with Projected final Job Hours. Facility is provided to temporarily override the calculated % percentage complete to re-assess the final (Projected) Job Hours. WIP Value: Values are posted to WIP for the Job as, and when they are incurred. Costs are taken out of WIP when an Invoice is raised. The resultant WIP value, therefore represent the Costs for the Job that have not yet been Invoiced. 3. Project Values The following information about the Project is dynamically maintained in Ostendo and is presented in one screen Jobs: Jobs included in the Project Project Progress: Estimated Completion percentage taken from included Job s details. Project Values:

72 72 Ostendo Functionality Guide Income (Project Budget, Job Planned Totals, Job Actual Totals) Costs (Project Budget, Job Planned Totals, Job Actual Totals) Gross Profit (Project Budget, Job Planned Totals, Job Actual Totals) 10.7 Product Receipts Job Order Receipts allows you to receive an Item from a Job Order and is focused on the Repair and Refurbishment environment. The Item to be Repaired, Refurbished or Upgraded can (optionally) be issued to the Job and additional work recorded. The Item is then returned to Inventory along with the additional costs. Also in this environment, some industries (Example: Boat refurbishment) maintain the Sell Price of the product as the Inventory Value. Therefore Ostendo provides a User-defined option to value this Item in Inventory at Cost or at its Sell Price 10.8 Invoicing The following Invoice Types are defined against the Job Type being used 1. Percentage Invoice A Percentage Invoice takes a percentage of the total Planned or 'Fixed Value' Job Amount and produces the Invoice. Initially this will be 100% of the Planned Value but this can be amended if required by creating another invoice and splitting the percentage. 2. Actual Cost Invoice An Actual Cost Invoice generally applies to Cost Plus Jobs. In this instance every time an Invoice is raised the current value held in the Job s Actual Cost Bucket is applied to the Invoice and the Invoice Value is directly related to a Markup Percentage held against the Job Order Closure Once the Job Order status is changed to Closed any remaining Work In Progress costs are posted to a Variance Account. Subsequent bookings are allowed against this order but the cost will by-pass the Control Account and post directly to the WIP Variance.

73 Job Orders Job Order Flow 1. Tasks All Job Orders are segregated into one or more Tasks. Tasks are user-defined and enable analysis to be made by Task. Examples of Task Names are: Design Assessment Repair Servicing Commissioning 2. Task Bill A Task Bill is a list of Items, Descriptors and Labour Codes that make up a segment of work. At this point the Task Bill is not linked to Task name entered above. For Example you may have a Task Bill for Fitting a Kitchen Designing a Product or Service Servicing a HVAC Unit Task Bills can be used when setting up Templates, Job Orders, and Job Order Lines where a Task Bill is linked to a Task Name and made specific to that requirement. 3. Template Taking the Task Name/Task Bill a step further we can combine a series of these to form a complete process. For example: Assessment Repair

74 74 Ostendo Functionality Guide Inspection These are logically (but not necessarily) processed sequentially and could contain Resources (Labour Type or Company Assets) whose requirements are planned and maintained via a Planning Board. A Template can be created from: A series of Tasks (with data) taken from a single or multiple Task Bills Definition of the inter-relationship between the Tasks Manually entered Items, Descriptors, Labour Codes, and Kit Sets into a Task. Manually entered Resource (Labour Type or Company Assets) needed to carry out the Task This Template can then be used as a basis for creating Job Orders. 4. Job Order creation When creating Job Orders the following options are available: Create a Job by using a Template to create Job Lines Create a Job using one or more Task Bills (and entering Resources) to create Job Lines Create a Job from scratch and maintain Job Lines 5. Job Maintenance Once a Job Order has been created its details can be added, changed or deleted as required. These details include: Adding Lines using Templates Adding Lines using Job Tasks Adding, amending or deleting individual Tasks Adjusting the Tasks inter-relationships Adding, amending or deleting Supplier Catalogue Items Adding, amending or deleting Kit Sets Fast addition of Items and Descriptors from an Inventory List. Adding, amending or deleting Items, Descriptors, Labour Codes to Tasks Adding, amending or deleting Labour and Asset Resources to Tasks

75 Purchase Orders Purchase Orders The Purchasing function covers the full spectrum from creating a Supplier through raising a Purchase Order and Receiving the Goods or Service, to Invoice receipt and matching 11.1 Preparation The following can be set up to support the Purchase Ordering process Auto Numbering: The Systems Administrator can nominate a number from which the program auto generates an incremental number for Purchase Orders Purchase Types: A Purchase Type is used when creating a Purchase Order to define the format of the Order. Each Purchase Type contains:- Opening Status: The Order Status allocated to the Order when it is created Numbering: Defines if it uses Auto Numbering or the Number is manually entered Prefix: A 5-character prefix to the Order Number (For Example PO-, ORD, etc) Purchase Rules: This allows the Systems Administrator to nominate rules that will apply to Purchase Orders. The options are: Purchase Order Receipt Approvals Purchase Order Invoice Approvals Whether to manually or auto-close Purchase Orders Default Purchase Tax Group: Ostendo facilitates variable Tax Recovery by Purchase order Line. This is achieved by having Supplier Tax Groups and Item Tax Groups; the combination of which applies to a Tax Recovery Code. The Default Purchase Tax Group allows the User to nominate a system-wide Tax Group that is automatically added to a Supplier record when the Supplier record is being created. Of course it can be amended at Supplier record level. User-Maintained Tables: The following tables are set up in preparation for creating Supplier records. The included records can be created on the fly when adding a Supplier record. Supplier Types: Segregates Suppliers into logical groups (e.g. Trade, Retail) Supplier Regions: For Purchase Analysis purposes Supplier Groups: For Purchase Analysis purposes Shipping Methods: Identity, Taxable?, default amount, and if it includes Tax Buyer: (Linked to Employee Table) Tax Group: To facilitate Supplier/Item Tax code evaluation Terms: Days from (Invoice, EOM, End of Next Month) plus Early Payment Discount 11.2 Suppliers 1. Supplier Details When a Supplier record is created it is prefilled with the defaults identified in the previous section. These fields can be amended if required The following information is held against the Supplier record Supplier Name / Printout Name Postal Address / Physical Address Additional Addresses Contact Detail (Phone, Fax, , Web, Mobile) Primary Contact/Additional Contacts Billing Supplier

76 76 Ostendo Functionality Guide Supplier Currency Status (Active / Inactive) Supplier Types Supplier Regions Supplier Codes Shipping Method Buyer (Linked to Employee Table) Tax Group Terms Supplier Properties Supplier Documents Supplier Images 2. Supplier Catalogues Multiple Supplier Catalogues can be imported and maintained through a simple import function that goes through the following steps. Step 1: point to the location of the Supplier s Catalogue Step 2: Match Catalogue fields to Ostendo fields Step 3: Define the format of the fields in the Import File. Step 4: Import. Options are given to append, amend, add, etc Step 5: Optionally save the above matching for future use 3. Supplier Prices Against each Item or Descriptor you can maintain a base Buy Price. Additionally you can maintain Buy Prices from multiple Suppliers, which takes preference over the base price. Each Supplier Price has the following information: Supplier Suppliers Unit with UOM Conversion factor Supplier s Item Code Supplier's Item description Unit Price in Suppliers Currency Up to 5 quantity-break prices Option is given to restrict Purchase Orders to Suppliers in this Price List with optionally identifying a preferred Supplier Purchase Orders 1. Purchase Order Steps A Purchase Order includes the following process flow: Order Receiving Invoice Receipt The following flow options are available: Order Style Order Receipt Invoice Full Process x x x Receipt Process - x x Invoice Only - - x

77 Purchase Orders Purchase Order Source Purchase Orders can originate from the following sources 2.1. On the Fly An order can be raised for any Item or Descriptor by going into the Purchase Order screen and creating the Order. You can also create a Purchase Order for Items that are normally Assembled Source On Demand Any Item or Descriptor whose supply method is Source on Demand will automatically have an Order Request created. A separate screen allows the user to view all Order Requests (and Planned Orders) and optionally combine those requests into a single Purchase Order for the same Supplier Planned Order A Planned Order is a Suggested Order generated via the Replenishment Run. A separate screen allows the user to view all Suggested Orders (and also Source on Demand Requests) and optionally combine those requests into a single Purchase Order from a Supplier. 3. Purchase Order Creation 3.1. Order Header The Order Header Screen holds information covering the following areas: Order Number / Date / Status Brief Description Order Tracking Code (user-defined within Status) Supplier and Supplier Address Details Supplier Contact Details Deliver to own address or Drop-ship to Customer Address Buyer Purchase Order Properties / Documents / Images Order Amount (Nett Amount, Tax Amount, Total Amount) Remaining Amounts (Nett Amount, Tax Amount, Total Amount) Additional Notes 3.2. Order Lines Order Lines can originate from one of four sources: Items Descriptors Supplier Catalogues Lists In each case the entry / maintenance screen displays different options Items A panel is presented for selection of the specific Item. Upon selection the line has the following information immediately available (depending upon the Item s settings) Unit of Measure (with option to amend if Item has multiple stock Units of Measure)

78 78 Ostendo Functionality Guide Unit Price (calculated from Buy price matrix for Supplier or base Buy Price) Line s Required Date and Tax Code Stock Availability Inquiry Line Allocations: Source of the demand for this Purchase Order Line Stock (default) Job, Assembly, or Sales order number(s) with quantities per order Line Allocation Variants: Variant(s) required by Order. For example Colour: Blue - 10 required Green - 12 required Grade: Smooth Line Properties Line Receipt Detail: Including Variations. For Example Colour: Blue Lot 1234 Light Green Lot 1237 Dark Green Lot 2775 Grade: Smooth Descriptors A panel is presented for selection of the specific Descriptor. The selected Descriptor will be copied to the Purchase Order Line where the following additional information is available Line s Required Date and Tax Code Unit Price (calculated from Buy price matrix for Supplier or base Buy Price) Line Allocations: Source of the demand for this Purchase Order Line Cost Centre (default) Job, Assembly, or Sales order number(s) with quantities per order Line Properties Line Receipt Details: Showing what has been received against the Order Catalogue Items A panel is presented that displays all Supplier Catalogues. Upon selecting a Catalogue all the included products are displayed. Upon selecting the product from the Catalogue the following information is immediately copied to the Purchase Order Unit Price (taken from Catalogue for Qty being ordered) Line s Required Date and Tax Code Line Properties Line Receipt Details Lists A panel is presented that displays all User-Defined Lists. Upon selecting a List a further panel will appear showing all lines in the List (Items and Descriptors). The relevant Lines can be selected and copied - in bulk - to the Purchase Order. Each selected line will become a Purchase Order Line in its own right Purchase Receipts The receipts function allows you to receive goods or services with or without an originating Purchase Order. Both are subsequently used against Invoice validation. Each receipt batch contains the following: Receipt Header Receipts for Order / Receipts No Order Supplier Optional Receipt Approval required before acceptance Receipt Lines Validate against Purchase Order Line including Variations

79 Purchase Orders 79 Move receipts to Allocation (Inventory, Sales Order, Cost Centre, etc) Adjust receipt Price, Quantity and Tax if required Actual Costs posted to destination 11.5 Shipments Tracking Shipments can cover shipments from local and overseas Suppliers. Ostendo provides facility to: Track the Shipment Add shipment costs Apportion the Costs across the Shipment Auto generate Invoice(s) to cover the shipment contents Track the Shipment: You can create a shipment record in which you can enter the Shipment details such as ETD, ETA, Departure and Arrival Ports, Shipment method, etc. Within the shipment you can identify the contents of the shipment (Supplier, Purchase Order Number, Order Line, etc) You can track the shipment progress by updating Shipment Details and adding to shipment History notes. These notes can be analysed using a Report View Add shipment costs: You can add multiple lines relating to user-defined Shipment Charges (such as Duty, Carriage, Storage, etc). These can be added as, and when incurred, during the shipment process. Apportion the Costs across the Shipment: Before final receipt of the shipment Ostendo will apportion the individual Shipment Charges amount to each Purchase Order line in the Shipment. This apportionment is relative to the Charge s Allocation Method (Price, Quantity, Volume, Weight, Duty). You have the option to highlight any line and changed the receipt quantity, receipt cost and re-allocate the additional Shipment cost applicable to that line. Receive the Shipment: Upon confirming the Receipt the receipt costs for each line will include the Shipment Charges and, if it is an Inventory Item it will represent the Cost of the Receipt into stock. You have two options relating to creating Invoices. If the shipment has accompanying Invoices then you can immediately generate Invoices for all receipts. If the shipment does not have accompanying Invoices then a Receipt record will be generated for matching against a Invoices when they are received Purchase Invoices The Invoice function allows you to receive an Invoice with or without a prior receipt of Goods or Services. Each received Invoice has the following information held against it Invoice Header Invoice matched to Receipt or Invoice Only Supplier Invoice Number, Invoice Date, Payment Terms Facility to add Freight and other charges Optional Invoice Approval required before acceptance Invoice Lines (when matched to Receipts ) Validate against Purchase Order Receipts Auto select/de-select all unmatched receipts Adjust Invoice Price, Quantity and Tax if required Close Line for matching against future Invoices Actual Invoice Cost variances posted to destination or variance accounts

80 80 Ostendo Functionality Guide Invoice Lines (Invoice Only) Invoice Lines (Items, Descriptors, Catalogue Items) manually added Add Line allocations (Inventory, Sales Order, Cost Centre, etc) Add Invoice Price, Quantity and Tax Actual Invoice Cost posted to Allocation destination 11.7 Purchase Order Flow 1. Purchase Order Types Purchase Order Types must be set up before a Purchase Order can be raised. 2. Lists User-defined Lists are created and maintained under the Inventory Menu. An individual List comprises of Items and Descriptors with nominal quantities. Within a Purchase Order a List can be called and its content displayed. The user checks which Items or Descriptors (and their quantities) are required form the List. Each selected line is copied to the Purchase Order as their own Purchase Order individual lines. 3. Purchase Orders When creating a Purchase Order the following options are available: Create a Purchase Order using a selected Purchase Order Type Create a Purchase Order by copying an existing Order 4. Purchase Order Lines Once a Purchase Order has been created its line details can be added, changed or deleted as required. These details include: